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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.

Job Summary

The Office of Academic Multicultural Initiatives (OAMI) is seeking an Administrative Assistant to support staff in general office operations, payroll, human resources, finance, and facilities management.

OAMI has a 28 year history of delivering quality campus programming to serve the needs of college students, pre-college students, and contributing to the research community.

The successful candidate will be a creative, solutions oriented, reliable, collaborative, skilled, and organized professional that will coordinate the day-to-day office operations and provide a variety of administrative and program support duties.

Responsibilities*

Scheduling

Maintain calendar for the Executive Director, conference rooms and various office programs and events.

Administration

Maintain Office and all functions such as general supply inventory, running errands, equipment maintenance, facilities, and work orders; Respond to telephone and in person inquiries and provide information as appropriate; Provide general administrative support (Staff meetings, maintain office and copy room, greet and direct guests, process incoming and outgoing US and campus mail and periodic deliveries; Maintain common areas by providing daily setup and cleanup, including unlocking/locking offices as appropriate and maintaining building in *green* mode with lights off at the end of each day.

Human Resources/Employee Timekeeping

Assist with timekeeping and payroll and resolving any issues that may arise; Assist with HR functions of the unit, including posting and distributing application materials for open positions and other HR transactions as needed; Hire, train, and prepare weekly schedules and assignments for front desk student staff; Work with ODEI Business Office to onboard new employees.

Finance

Track and code expenditures in M-Pathways; Prepare cash deposits; Review unit expenditures for accuracy and appropriateness; Review, prepare and reconcile p-card transactions; Support procurement processes within the office; Process POs, People Pays, JE, etc., through BusOfc form submission.

Other

Provide hands-on event support and overall coordination of event logistics which may include preparing and mailing invitations, monitoring RSVPs and tracking registrations, securing room reservations, coordinating and purchasing travel and lodging for guests, preparing and circulating agendas, meeting materials and packets, promotional materials, organizing meals and refreshments while adhering to university hosting policy, audio/visual coordination, preparing expense reimbursement paperwork, taking accurate meeting minutes and providing appropriate hosting documentation.

Required Qualifications*

Associate’s degree (preferably in business/office administration), and/or a minimum of 2-4 years of work experience in a private business or university environment; Ability to work as part of a team in a professional and collaborative manner; Strong communication skills; Must be flexible, proactive, resourceful, and possess the ability to work well under pressure; Proficient with computer software including Microsoft applications, and have a good knowledge of University policies and procedures; Must be organized, willing to learn new things, and flexible in a changing environment; Must demonstrate the ability to undertake multiple tasks at the same time and be able to prioritize among those multiple projects, with a high value placed on detail and accuracy; Excellent interpersonal and customer service skills; Person in this position must also be able to take initiative and think creatively in order to solve problems; Ability to maintain confidentiality, exercise discretion, and handle people with diplomacy under stressful situations and in matters of a sensitive and confidential nature; Consistent attendance, dependability, punctuality and reliability are a must.

Desired Qualifications*

Competency using M-Pathways or equivalent (i.e. PeopleSoft). Experience using Business Objects and Concur Travel and Expense system;  Administrative support experience in a U-M department or unit; Prior experience with event planning.

Application Deadline

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.

U-M EEO/AA Statement

The University of Michigan is an equal opportunity/affirmative action employer.