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.
The School of Information (UMSI) is a progressive, interdisciplinary professional school offering a Bachelor of Science in Information, a Master of Science in Information, a Master of Health Informatics, and a Ph.D. Our mission is to create and share knowledge so that people will use information – with technology – to build a better world. For more information about UMSI, please visit our website.
We have an exciting opening for an Administrative Assistant to join the Dean’s suite. Reporting to the Director of HR and Support Services, this position will reside and work in open, shared space in the Office of the Dean at the School of Information in North Quad. The successful candidate will serve as the frontline support staff whose main responsibilities will be to support the teaching and research faculty at the school and handle various day-to-day tasks as described below.
This position requires someone that can maintain a high level of customer service and professionalism, and quickly acclimate to a fast paced environment at UMSI. The successful candidate will have a willingness to tackle the tasks and responsibilities of the position in an efficient, timely, and organized manner and must be resourceful, intuitive, and have the ability to work with diverse work styles.
General Office Support: This position will share an office suite in the Office of the Dean at the School of Information. This position will serve as the frontline receptionist and the main responsibility will be to support the faculty and handle some business operation duties. This position is responsible for maintaining the office printer and fax machine, answering telephones, and greeting guests. This position will be responsible for providing direction to a work study student (in Fall and Winter terms) who will help with some of the following activities: pickup and distribute the mail for faculty, staff and doctoral students; take inventory of stock of kitchen supplies and place orders on a regular basis. Prepare letters for mailing, ship packages and assist with assembling packets for distribution. Answer inquiries from faculty, staff, students and the public requiring interpretation of established policies and procedures. Act as a team member with other school administrative office staff in handling day-to-day office operations.
Assist with scheduling conference rooms and school vehicle usage. Prepare travel and hosting expense reports, reimbursements, and PCard reconciliation (utilizing the UofM Shared Services Center staff as often as possible). Assist faculty, visitors, and distinguished guests with the planning of events, meetings and conferences: make travel and lodging arrangements, set up meetings and provide set-up and clean up tasks for these events. Assist with school wide event planning as requested.
Demonstrates accountability, relationship building, effective communication skills, and quality service in the process of supporting and collaborating with assigned lead team members, resulting in exceeding administrative support needs.
Instructional Support: Handle book orders and reserves for faculty courses. Assemble course packs, exams and course materials for classes. Assist with collecting or proctoring exams as required. Order course supplies if approved and keep track of these supply orders to track expenditures. Other duties as assigned.
Faculty Search Support: Provide administrative support for faculty search process. Duties include: Maintain M+Box site for each faculty candidate visit; which includes maintaining M+Box site for faculty and Ph.D. students to review materials and provide feedback for each visiting candidate. Draft all correspondence to applicants. Coordinate and plan all visits for invited candidates including all travel logistics and meeting itineraries and process reimbursement reports for each candidate. Communicate visit expectations with the candidate. After the visit, create feedback survey using Google forms for each candidate. Send out a survey link to faculty, staff, and doctoral students after each talk. Run feedback report and transfer to word document template and make anonymous. Post feedback to M+Box.
Event Support: Full cycle event management, including creating and managing invitations and RSVP forms, helping with planning, set up, and clean up. Coordinate with both internal UM partners, and various external vendors to plan catering, linens,decorations, and obtain and compare price quotes for services. Event support will be required for some school wide activities, some research funded activities, faculty, and other activities. Some of this work may be done individually or as part of a team. There will be other staff and student support available to help with these events and staff needs is negotiated on a case by case basis pending time and funding.
Other duties as assigned.
- High school diploma or equivalent
- Minimum of 2 years in a related role requiring confidentiality, timeliness, high quality customer service, organization, effective prioritization, troubleshooting, strong attention to detail, and working independently.
- Demonstrated proficiency with current computer technology and applications including Microsoft Office applications and Google email and collaboration tools.
- Demonstrated experience event planning: working with logistics, facilities, vendors, audio visual equipment, registration procedures, and transportation.
- Experience creating grammatically correct, accurate, and effective letters, memos, reports, and presentations.
- Ability to maintain a high level of multitasking and prioritizing, managing numerous requests simultaneously.
- Demonstrated strong organizational skills to coordinate multiple priorities, work at high standards, and meet deadlines within a required timeframe.
- Experience managing travel arrangements and event planning skills required.
- Ability to work in open, collaborative space and ability to work in a fast-paced, team environment.
- Ability to be able to effectively manage change and uncertainty.
- Successful experience in a higher education or non-profit environment, some knowledge of UM and policies, procedures, and practices.
- Some knowledge of the University systems such as M-Pathways, Concur, MBox, systems
- Experience using scheduling/meeting management software such as Doodle.
This position’s working hours will be 8:00 am - 5:00 pm, Monday through Friday. Punctual, regular, and consistent attendance is required.
May occasionally require travel to multiple locations on an off campus.
The University of Michigan conducts background checks on all job candidates upon acceptance of a contingent offer and may use a third party administrator to conduct background checks. Background checks will be performed in compliance with the Fair Credit Reporting Act.
U-M EEO/AA Statement
The University of Michigan is an equal opportunity/affirmative action employer.