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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

PLEASE NOTE: Actual salary commensurate with education, experience and equity factors.

Perform administrative and clerical tasks to support the day-to-day functions of a residential dining hall. In partnership with other members of the dining hall team, assist in maintaining smooth and efficient back-of-house operations.

Responsibilities*

General Office Support (20%)

  • Provide administrative support to management, culinary and student team members.
  • Answer the multiple phone lines; take messages; assist callers.
  • Greet staff and customers that come into the office; answer questions and coordinate service requests.
  • Make copies, scan and fax documents.
  • Compose routine correspondence and type memos, reports and other documents as requested.
  • Inventory and order office supplies and uniforms.
  • Distribute mail.
  • Record staff meeting minutes.
  • Create, organize and maintain office files/systems.
  • Maintain employee bulletin boards.
  • Contact Maintenance or outside service contractors for equipment repairs as directed by management; follow-up on requests.
  • Maintain Logs: maintenance, Manager's daily log, pest control, illness, injury, and HACCP files.
  • Maintain calendars for dining and meeting spaces, catered events, and special functions.
  • Schedule Union steward appointments and Union representation for AFSCME employees.
  • Distribute lockers to AFSCME.
  • Update and maintain employee T-shirt list; order and distribute T-shirts.
  • Assist new employees with using and gaining access to basic office systems and equipment.
  • Maintain and file daily meal counts.
  • Take and distribute meeting minutes.
  • Create signage for special events.

     

    Financial Record Keeping and Operational Reporting (25%)

  • Maintain unit financial records and prepare routine management reports.
  • Prepare and process all billing information for entertainment requests, including Journal Entries and Service Unit Billings.
  • Use M-Pathways to generate monthly Statement of Activity (SOA) reports for dining hall and retail operations.
  • Review all SOA for accuracy and present inconsistencies and questions to management, follow up to ensure corrections are completed.
  • Review and compare dining hall and retail reconciliation reports provided by Business & Finance with corresponding invoices; present inconsistencies and questions to management.                 
  • Submit Non-PO invoices for processing.
  • Prepare reports and spreadsheets as requested.
  • Record daily meal count for the dining hall.
  • Process meal refund requests.
  • File all invoices (food, equipment repair, supplies); file requisitions and maintain food stores order book.

     

    Payroll & Human Resources Transactions, Record Keeping & Reporting (25%)

  • Maintain all aspects of the University payroll system for AFSCME, clerical, and temporaries, including the following:
    • Review all entries and make changes when necessary.
    • Enter ESA, OTP, OTR, Lap, upgrades, and comments.
    • Determine what exceptions to enter from the daily log.
    • Balance and validate totals for the biweekly cut-off.
    • Prepare and submit all payroll changes.
    • Prepare and submit all hand-written timesheets.
    • Investigate and respond to all staff payroll questions, collaborate with HR.
    • Assist with student payroll as necessary.
  • Complete and process HR forms including Leave of Absence, Tuition Reimbursement, Transfer of Position requests, PTO buy back, and Illness and Injury Report.
  • Maintain all employee files including:
    • Accrual sheets and attendance tracking logs.
    • Staff and seniority lists.
    • PDT, Safety, Training, and Overtime logs.
    • Contact information.
  • Prepare Work Connections file (FMLA, Coordinate payroll and work Connection).
  • Utilize M-Pathways to run query reports for payroll.
  • Call employees for OT, determines who is eligible for OT.
  • Maintain employee locker assignments.
  • Schedule new student employee work shifts using When to Work software.   
  • Update and print AFSCME and supervisor work schedules.
  • Maintain manager’s logbook.
  • Collect and distribute all employee time off requests after Manager has approved or denied and signed off on them.
  • Enter information in logbook and inform all appropriate managers.
  • Assist employees in completing appropriate forms.
  • Provide summary reports for management on request.
  • Register AFSCME employees for classes or training sessions.
  • Help to orient new student employees.  Get them uniforms; show them around; teach them how to punch in for shifts and fill out forms.
  • Request door access for new employees.

     

    Menu & Production (15%)

  • Reconcile Daily Menu Counts
  • Use FSS to:
    • Make changes to the daily menu.
    • Modify and print inventory sheets.
    • Estimate costs for entertainment requests and other events.
    • Print recipes as requested.
    • Input Monthly Inventory
    • Create signs using the Menu Generator.
    • Alert Management of allergen inconsistencies                                 
  • Discuss set-up sheets with Operations Manager or Chef.
  • Print and distribute signs; train students to create signs
  • Update and maintain digital displays.
  • As needed, assist managers with placing vendor orders.
  • Assist managers and chefs with CBORD reporting, pulling recipes, updating the service menus, and requesting new recipe titles.  
  • Print and post meals to go daily.

     

    Special Events & Catering Requests (10%)

  • Expedite catering requests via Event Master:                                   
  • Act as the customer liaison when there are questions or incomplete information.
  • Secure appropriate approvals.
  • Change requests as needed.
  • Distribute request to the appropriate staff.
  • Notify management of special food orders.
  • Ensure catering products are on site.  Follow up with Pepsi, Prairie Farms or Sysco to bring in necessary products.
  • Work with Management to ensure a successful event.

     

    Other (5%)

  • Serve as a greeter during rush periods and assist with special events.
  • Make and receive calls for borrow and loan.  Communicate with staff regarding the items.
  • Train and assign duties to student office assistants.
  • Assist with special projects.

Required Qualifications*

  • High school degree
  • Minimum of two years of secretarial or clerical experience
  • Able to legally work in the United States

Desired Qualifications*

  • Experience with payroll and personnel transactions.   

Additional Information

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

Position Criteria:

  • Proficiency in common Microsoft Office software.
  • Excellent verbal and written communication skills; strong interpersonal skills.
  • Aptitude for accuracy and attention to detail.
  • Professional and pleasant phone manner.
  • Skilled in working within a collaborative, team environment with emphasis on customer service.
  • Competencies include:
    • Drive for Excellence
    • Innovation
    • Business and Industry Knowledge
    • Strategic Planning & Leadership
    • Fiscal Stewardship
    • Customer Satisfaction and Communication
    • Human Resource Management & Development
    • Working with Diverse Constituencies
    • Sustainability
    • Technology

Physical requirements

  • Able to move throughout the kitchen and dining hall as needed.

U-M EEO/AA Statement

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