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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 University of Michigan College of Engineering (U-M CoE) empowers students to make a difference in the world. Providing opportunities for all engineering students to gain academic or co-curricular experience outside the United States is an important part of our educational mission. The International Programs in Engineering office is seeking an experienced and efficient administrator to support the office in reaching its goal of sending all engineers abroad. More information about the International Programs in Engineering office can be found online http://ipe.engin.umich.edu/.

Responsibilities*

The Administrative Coordinator will play a crucial role in ensuring the overall success of the International Programs in Engineering (IPE) office and will report directly to the Director of IPE with functional supervision provided by the Programs Manager. The Administrative Coordinator will support an office of six full-time employees, one faculty advisor and several student employees. Main areas of responsibility include maintenance of accurate student records, student billing, office financials and reconciling, front line administrative tasks, event planning and execution, and executive support to the Director. Specific job duties include:

Financial Processing Duties (30%)

  • Post study abroad fees to student accounts

  • Process vendor invoices, wire payments, and track payment through Shared Services (SSC)

  • Submit support documentation for shortcode purchases

  • Reconcile all expenses in Concur

  • Use M-Reports to track payments and office financials

  • Assist Director with keeping accurate financial records

  • Represent IPE at College’s Unit Administrators Meetings

Student Support Services (25%)

  • Process student application materials in M-Compass and archive using ImageNow

  • Process study abroad transcripts for transfer credit posting

  • Run queries and reports in M-Compass

  • Assist advising team in application management (sending reminder emails, tracking missing materials, etc.)

  • Manage international health insurance enrollment and the U.S. State Department's Smart Traveler Program registration for all CoE student travelers

  • Assist with transfer course approval process (TCAF) for study abroad students by submitting requests and tracking results

  • Maintain course approval database by monitoring expiring course list

  • Support IPE Assessment Strategy by managing data collection process and archiving

  • Assist the Programs Manager with International Minor administration

Event & Outreach Coordination (25%)

  • Plan and coordinate numerous office sponsored events and outreach initiatives in collaboration with IPE team (room reservations, catering, rentals, material and supplies, staffing)

  • Create RSVP and track attendance for events as necessary

  • Manage and track event expenditures

Office Administrative Services (10%)

  • Front line office support greeting and assisting walk-ins, answering phone and general email questions

  • Order and maintain office supplies and marketing materials

  • Support calendar management for programs manager and advisors

  • Maintain accurate and orderly office records and files

  • Manage office shipping and mailing needs

  • Process temporary employment appointments

  • Process M1 OARS requests, work orders, and equipment orders

Executive Support (10%)

  • Manage IPE Director’s calendar

  • Coordinate IPE Director’s travel

  • Assist IPE Director in hosting international partners (scheduling meetings, reserve hotels/transportation/parking, catering)

Physical Demands/Work Environment

  • The person in this role routinely moves through the building and around campus to attend meetings, events and access files and materials

  • The person in this position occasionally transports materials up to 30 pounds throughout the building and to other campus venues for events and meetings

  • Occasional early morning, evening or weekend hours will be required

Required Qualifications*

Associate’s degree or equivalent combination of education and experience. Minimum of 4 years of increasingly responsible administrative support experience with exemplary customer service skills. Excellent attention to detail and demonstrated competency for word-processing, spreadsheets, database, and data retrieval programs. Ability to work independently and support multiple team members and activities simultaneously with a high degree of organization and accuracy. Strong written and oral communication skills and the ability to thrive in a fast-paced student-centered environment. Proven desire to learn and innovate processes with demonstrated initiative and problem solving skills. Sense of humor, flexibility and willingness to work collaboratively as part of a team. Commitment to diverse, equitable, and inclusive practices in a student-centered environment.

Desired Qualifications*

Bachelor's degree. Working knowledge of TerraDotta software (M-Compass) as well as M-Reports, M-Pathways, Concur, U-M Business Objects, ImageNow, and knowledge of U-M policies and procedures. Previous intercultural and/or experience traveling, living or working outside the United States is beneficial.

U-M EEO/AA Statement

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