A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline particular skills and background experience that directly relate to this position.
The Office of the Dean in the College of Literature, Science, and the Arts is seeking an Administrative Assistant Intermediate who will report to the Executive Administrator to the Dean. This position will provide varied administrative and functional support as a member of the dean's front office team, and will perform a diverse set of responsibilities, providing support to the dean’s six immediate staff members in the dean’s front office team, while also serving as the point person in a high-traffic reception area.
The salary range for this position is expected to be between $35,200 to $44,000 dependent upon qualifications and ability to demonstrate successful past performance. The actual salary offered may be higher based on the qualifications and experience of the selected candidate.
LSA Dean’s Front Office Support
Provide support to dean’s front office, serving as backup during administrative team members’ absences and assist during high demand periods in meeting office deadlines. Also assist with routine office support, including copying and collating materials, and responding to general dean’s front office inquiries.
Maintain and organize the college’s electronic and paper files.
Perform additional administrative tasks including assisting the executive administrator to the dean with project based work.
Provide support to dean’s front office, serving as back-up during staff absences; assist during high demand periods in meeting office deadlines.
Serve as the central figure for dean’s front office hosting for standing meetings.
Provide on-site support during events as needed.
Assist in delivering urgent mailings around campus.
Management of LSA Dean’s Office Reception Area
Serve as front-line reception for internal and external constituents to the dean’s office, which is located on the second floor of the LSA building. By having a deep dedication to positive customer service, welcome each of these visitors by determining their needs, and providing assistance based on knowledge of university and college organization and structure.
Perform as the central telephone contact for the dean’s front office by triaging calls from students, parents, staff, faculty, alumni, and the general public. This requires familiarity with the college’s 115+ units, as well as university activities and/or policies.
Provide high-level administrative support by overseeing the scheduling and use of nine public conference/huddle rooms by monitoring the rooms’ Google calendars, coordinating special room arrangements and equipment needs, providing troubleshooting assistance with room equipment and communicate deficiencies to appropriate offices, and general oversight of conference rooms (e.g. appearance and supply inventory).
Provide oversight of the mailroom in the LSA building; and receive, sort, and distribute the United States postal mail, inter-campus mail, and express deliveries.
Maintain all office and food supplies for the dean’s office administrative areas located in the LSA building by using an electronic purchasing system. This includes, but is not limited to restocking of supplies in these various areas, as well as in the two kitchens, staff lounge, and nine public conference/huddle rooms.
Provide oversight of two kitchens and staff lounge (e.g. opening/closing, appearance, and supply inventory).
Maintain LSA Dean’s Office Electronic Presence
Support LSA dean’s front office in maintaining select pages on the LSA dean’s office website and dean’s office related pages on the LSA gateway (a college-wide intranet).
High School Diploma or equivalent, with two to four years of customer service focused administrative support experience, preferably in an academic setting. Demonstrated ability to interact with a diverse population, and serve as a representative of the dean’s office. Responsible administrative experience that has included calendar management and event coordination, excellent organizational and problem solving skills and attention to detail, independently managing multiple tasks with competing deadlines, maintaining high level of confidentiality, and possesses excellent interpersonal, verbal, and written communication skills. Exercise initiative as a critical member of a small team. Considerable knowledge of and ability to use advanced computer applications is necessary.
Bachelor’s degree and/or equivalent combination of education and experience. More than four years of progressively responsible administrative experience. Experience working in a fast-paced and complex team environment. Strong verbal communication and creative problem solving skills. Experience that has included managing an electronic calendar, along with coordinating and staffing events. Ability to troubleshoot and problem solve technical issues related to conference room equipment in partnership with LSA Technology Services. A self-motivated and detail oriented individual who has excellent organizational skills and is able to handle multiple complex tasks simultaneously. Excellent computer skills, particularly using an electronic calendaring and e-mail system, Microsoft Office Suite, file sharing in a network environment, and web-based content management experience. Considerable knowledge of university and college policies, and procedures.
The College of Literature, Science, and the Arts seeks to recruit and retain a diverse workforce as a reflection of our commitments to serve the diverse people of Michigan, fulfill the College’s Guiding Principles, and sustain the excellence of LSA.
The University of Michigan conducts background checks on all job candidates upon acceptance of a contingent offer and may use a third party administrator to conduct background checks. Background checks are performed in compliance with the Fair Credit Reporting Act.
The mission of the University of Michigan is to serve the people of Michigan and the world through preeminence in creating, communicating, preserving and applying knowledge, art, and academic values, and in developing leaders and citizens who will challenge the present and enrich the future. The University of Michigan is committed to foster learning, creativity and productivity, and to support the vigorous exchange of ideas and information, not only in the classroom but in the workplace by:
Creating a work environment in which people treat each other with respect and dignity, regardless of roles, responsibilities or differences.
Providing support, direction and resources enabling us to accomplish the responsibilities of our jobs and to reach the goals that are set for professional and personal growth.
Job openings are posted for a minimum of seven calendar days. This job may be removed from posting boards and filled anytime after the minimum posting period has ended.
The University of Michigan is an equal opportunity/affirmative action employer.
Internal Number: 169582
About University of Michigan - Ann Arbor
A great university is made so by its faculty and staff, and Michigan is recognized as one of the best universities to work for in the country. The Michigan culture is known for engaging faculty and staff in all facets of the university to create a workplace that is vibrant and stimulating.For two consecutive years, the Chronicle of Higher Education has placed U-M in its "Great Colleges to Work For" survey. In particular, the university earns high marks for strong relations between faculty and administrators, a collaborative system of governance, strong pay and benefits, and a healthy work/life balance.