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How to Apply

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

NOTE:  THIS IS A 1-YEAR LIMITED TERM POSITION (with the potential to reevaluate for extension)!

The Administrative Assistant is responsible for supporting the work of SAPAC staff and students through providing excellent management of the operations and communications of the office, including providing administrative support to all program areas as needed and front desk responsibilities. The Office Assistant will be the consistent staff member in the office and on the phone, providing welcoming and responsive service to anyone who reaches out to our office or seeks SAPAC services. This position serves as the main presence in the SAPAC office for approximately 30 hours out of the week.  Other work hours are utilized for staff meeting and administrative coordination of SAPAC events.

Responsibilities*

Administrative & Service - 60%

  • Provide excellent customer service to students, staff and guests.
  • Welcome all coming into the SAPAC including walk-ins for services and appointments with advocates.
  • Answer phone calls, take messages, distribute mail, as well as other general office tasks.
  • Ability to provide resources over the phone to students, faculty or staff that may be in crisis.
  • Provide administrative support for SAPAC Director and Associate Director including calendar management and administrative needs for programs both within and outside of SAPAC.
  • Organize and maintain SAPAC digital files.
  • Manage the use of the office meeting space via Google Calendars
  • Schedule appointments
  • Keep an inventory of office and programmatic supplies to order needed supplies in a timely manner.
  • Oversee the maintenance of a clean and functional office.  Work with Union staff to ensure proper upkeep of the space.
  • Represent SAPAC on committees and working groups including the key administrator group, support staff groups, and others as needed.
  • Arrange staff travel and process travel disbursements. 
  • Process Concur reports for Staff

 

Program Support 20%

  • Assist in planning, coordinating, and implementing programming and projects as necessary and assigned Examples: Volunteer Training, Ally Training
  • Maintain database of student volunteers
  • Schedule space for events and training.
  • Coordinate staff schedules for campus-wide trainings and orientations. 
  • Assist with data collection and data management. 

Human Resources 10%

  • Support all HR needs of the office, in conjunction with Student Life HR processes.
  • Coordinate student and temporary hiring process.
  • Provide administrative support for hiring managers in search processes for permanent departmental positions.  Coordinate process from job posting to relocation paperwork.

Communications 10%

  • Maintain and update all social media and SAPAC website
  • Assist Director with key communication
  • Incoming and outgoing mail distribution
  • Disseminate new campaigns  to various campus units
  • Participate in staff meetings and retreats

Miscellaneous

  • While the aforementioned duties are the priority for this position, all staff members are expected to be available and willing to perform other duties necessary to the effective functioning of SAPAC as a whole. Staff is encouraged to manage their time to allow for adequate time to complete the job responsibilities within the allotted hours. Some weekend and/or evening work may be required.

Required Qualifications*

  • High School Diploma or GED
  • Experience working with diverse groups of people
  • Experience working with Google applications (including mail, calendar, drive, etc.)
  • Some knowledge or interest in the area of sexual assault, intimate partner violence, sexual harassment, or stalking response and prevention

 

Desired Qualifications*

  • BSW preferred
  • Some supervisory experience is desirable
  • Demonstrated knowledge of M Pathways and other University systems
  • Knowledge and experience with Excel and database management
  • Knowledge of University SPGs
  • Demonstrated knowledge of and sensitivity to culturally diverse populations

Additional Information

PLEASE NOTE:  Relocation will not be offered for this position.

Position Criteria:

  • Strong interpersonal skills and team oriented perspective
  • Effective verbal, written, listening and skills;
  • Ability to represent the office in contacts and communications effectively
  • Ability to provide resources to UM community members who may be in crisis
  • Organized with high attention to detail
  • Self-motivated and responsible
  • Ability to multitask and prioritize

Working conditions

This position requires working with survivors in person and over the phone who may be walk-ins or arriving for an appointment.

Physical requirements

Extended periods of sedentary work

Direct reports

Administrative Assistant may supervisor student staff. Administrative Assistant report directly to the Director of SAPAC and may receive some supervision from program managers who handle direct client services and assist in managing crisis situations.   

U-M EEO/AA Statement

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