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Job Summary

The Gerald R. Ford School of Public Policy is one of the nation's top policy schools. Our mission is to offer outstanding education for leadership in public policy analysis and public management and to excel in social science research that illuminates public policy issues and promotes better public policy.  We are seeking an energetic, committed individual to provide professional administrative support and reception services for the Dean's Suite.  The administrative assistant will provide highly responsible and skilled administrative support to the faculty and Dean's Suite staff.  This includes exercising initiative, independent judgment, diplomacy and a service-oriented attitude and follow-through while utilizing discretion and appropriate judgment regarding sensitive and/or confidential matters.

NOTE:  A cover letter and resume are required for consideration for this position.  The cover letter should be included in the same document as your resume and should specifically address your interest in this position and outline particular skills and experience directly related to this position.

 

Responsibilities*

Provide primary telephone coverage for the Ford School and Dean's Suite. Triage questions and transfer calls as appropriate. Greet visitors with professionalism and diplomacy, including interaction with high level faculty and staff, students, members of the general public and the campus community. Provide information, directions and answers to inquiries.

Provide a full range of diversified administrative support to faculty members, including posting course materials to Canvas Learning Management System, updating faculty webpage content, ordering books and supplies, proofreading, faxing, copying, typing correspondence, and coordinating travel arrangements.

Reconcile purchasing card (pcard) expenses, prepare and process travel reimbursements and hosting expense reports, and create and process non-PO vouchers using M-Pathways.  Create PO vouchers to pay vendors and pay for services from individuals via PeoplePay where appropriate. 

Perform various duties with regards to events, luncheons and meetings. These duties can vary widely but will include ordering food (including for weekly faculty lunches), copying agendas, room set-up and clean-up and other miscellaneous duties.

Provide support to the Dean’s Executive Assistant and assist with hosting, travel reservations, travel expenses, and trip itineraries as directed. 

Assist with faculty searches by updating and maintaining database information, creating files, uploading application materials to MBox/Google Drive and monitoring applications.

Various administrative duties that include package pick-ups, US Mail and UPS shipments, ordering office supplies, call-in maintenance requests for copiers, fax machines and coffee machines, and hand deliver documents across campus as needed. 

Provide assistance to the Dean's Suite and faculty that requires working knowledge of Excel, PowerPoint, Word, End Note, and Dreamweaver and will include tasks such as database creation and maintenance, mail merges, web updates, etc.

Complete special projects and other related duties as assigned.

 

Required Qualifications*

An associate's degree and at least two years of customer service focused administrative support experience or the combination of education and experience that enable the performance of all aspects of this position.

Proficiency with Microsoft Office Suite products, including working knowledge of Word, Excel, and PowerPoint.

Experience with managing data in complex databases, including ability to perform computer data entry with a high degree of speed and accuracy.

Excellent verbal and written communication skills, including spelling, grammar and punctuation.

Ability to manage a large and diverse workload with attention to detail and the ability to meet deadlines in a timely manner.

Demonstrated high level interpersonal and strong customer service skills.

Capacity to exercise initiative, independent judgment, diplomacy, and confidentiality with a positive service-oriented attitude.

Excellent organizational and interpersonal skills, including the ability to effectively interact with individuals from diverse backgrounds, including the ability to work cooperatively with faculty and staff throughout the Ford School and the greater U of M community.

Desired Qualifications*

Bachelor's degree and prior work experience in higher education.

Proficiency with Canvas, End Note, Dreamweaver, Concur and Google applications.

Experience updating web pages.

U-M EEO/AA Statement

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