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 skills and experience that directly relate to this position.
The Administrative Assistant for the Women in Science and Engineering Residence Program(WISE RP) is primarily responsible for supporting the program director and associate director as well as the students in the program. The WISE RP has approximately 150 residents with the majority being first-year students. The environment is fast-paced and requires on-the-spot problem solving along with well-developed organization and communication skills.
Provide primary administrative and clerical support for the WISE RP. Perform day-to-day office duties including answering the phone, responding to email inquiries and general program correspondence, and maintenance of office supplies.
Provide logistical support for hosting events, meetings and retreats, including coordinating use of facilities, services, equipment, supplies and refreshments.
In coordination with LSA HR, assist in the processing of temporary and workstudy student employment and time keeping.
Hire, train, manage, and supervise student staff for the program (temp work-study support).
Represent WISE RP at various events and meetings on and off campus.
Attend required meetings with internal and external collaborators, including WISE RP leadership team, Mosher-Jordan building team, and the Michigan Learning Community group.
Other duties as assigned.
25% Student Support
Create a welcoming student-centered office environment within the residence hall.
Work closely with students and coordinators on program events and logistics, including transportation and adherence to university policies.
Develop and maintain program MCommunity groups, program calendars, program internal databases, and program documents.
Prepare information for reports, conferences, and meetings as requested.
Monitor student compliance with program requirements.
Correspond with students and student programs, providing support to the program student staff related to the community-wide newsletter and social media efforts.
Assist with summer orientation of incoming students, including preparation of materials and enrollment issues.
Support Associate Director in preparation and communication with student leaders and plans for academic year programs. Coordinate with community partners throughout the academic year.
15% Financial Responsibilities
Working with the LSA Financial Analyst and the Shared Services Center, maintainand reconcile detailed budgets and provide Associate Directors with regular (monthly and quarterly) updates.
Working with the LSA Financial Analyst and the Shared Services Center, assist with annual budget, quarterly review, monthly reconciliation responses, and adhoc questions from various LSA staff and WISE RP students.
Monitor expenditures and complete approved purchasing following all university guidelines and procedures.
Process transportation requests for guests and program activities (e.g., student and staff conference attendance, field trips, Alumni weekends).
Working with the Shared Services Center, submit travel expense reports, monthly Concur and P-Card statements, and non-P.O. vouchers.
Assist in student recruitment, including coordinating mailings and materials, correspondence with students and parents, and occasionally attending recruitment events.
Organize and review applications for admission to program, and coordinate results with Housing.
Respond to inquiries from parents and students related to admissions decisions.
10% Instructional Support
Coordinate support for faculty administrative and instructional needs, including technology, for classes and logistical support for trips, co-curricular programs, and guest speakers.
Coordinate classroom space and reservations.
Coordinate student enrollment issues with LSA Curriculum Support.
Assist with Development initiatives, including record-keeping of donor and alumni lists.
Coordination of solicitation logistics and communication with LSA Advancement.
High school diploma and at least 2-3 years previous administrative support experience, preferably in an academic setting; college degree strongly preferred.
Familiarity with Microsoft Office Suite (Word, Excel, PowerPoint), Google Suite.
Outstanding customer service, interpersonal and communication skills are essential.
Ability to multi-task, organize workload, and exercise discretion with sensitive and confidential information is critical.
Positive customer service-oriented attitude, flexibility, and the ability to work both independently and as a team member are critical.
Must be able to work in a fast-paced environment and adapt quickly to change.
Must be able to set priorities, exercise initiative, work simultaneously on numerous projects, and meet/negotiate deadlines.
Ability to learn quickly and adapt to new computer software and technologies is necessary.
Must be able to communicate effectively and follow written and verbal instructions.
Must be able to work effectively with a diverse group of colleagues, faculty, staff, students, alumni, and visitors.
Excellent attendance record.
Ability to access to reliable transportation. Must be able to travel to and from work locations.
Familiarity with mailchimp, Qualtrics, M-Pathways, and MCommunity.
Some weekend and evening work is required.
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.
Physical Requirements: Ability to maintain a static position for extended periods of time. Extensive computer and keyboard use required.
Please note: Relocation will not be offered for this position.
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. The review and selection process may begin as early as the eighth day after posting. This opening 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: 176837
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.