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Job Summary

 

Job Summary

Performs a variety of professional and administrative duties to support the Housing Information Technology Office (HITO). Administers financial functions including departmental budget tracking, P-card and SOA reconciliation, purchasing, revenue, and expense tracking and reporting. Supports department staff using specialized software, makes travel arrangements when necessary and compiles data for special or periodic reports. Represents HITO to clients and visitors, answers inquiries and resolves problems that may have a significant impact on the department’s reputation.

Responsibilities*

35% - Routine Office Duties

  • Receive and route phone calls for department, greet guests.
  • Manage electronic calendars, schedule meetings/appointments, follow-up on all schedule-related issues and manage voice/electronic/written correspondence for HITO leadership.
  • Create department-related communications for digital signage, including electronic documents.
  • Data entry into spreadsheets and databases.
  • Maintain office and conference room spaces and office files.
  • Manage office equipment and supplies.
  • Process mail and packages for department.
  • Foster a positive and inclusive workplace environment.


35% - Administrative Duties

  • Assist and advise on physical and electronic file management; help organize and curate HITO's digital presence, project, and operational files.
  • Assist in the administration and maintenance of regular and electronic bulletin boards.
  • Monitor contracts for renewal and compliance.
  • Plan events as needed.
  • Manage keys and physical access to office space.


15% - Purchasing Duties

  • Perform routine purchasing transactions for office supplies, computer peripherals, and other items as directed by HITO leadership.
  • Assist in the creation, processing and administration of service contracts.

15% - Financial Duties

  • Prepare projections of routine expenditures for products used in the office.
  • Interface with M-Pathways, process purchase orders, P-Card transactions, and service contract payments.
  • Assist in reconciling financial records.

Required Qualifications*

  • High school diploma.
  • Minimum of 3-4 years of administrative support experience.  
  • Demonstrated computer literacy in common Microsoft office software (Word, Excel, and PowerPoint), Google (Gmail, Calendar, Documents, Sheets, Slides, and Drive) and the ability to learn specialized software.
  • Valid Driver’s License.

Desired Qualifications*

  • Associate's Degree or an equivalent combination of education and experience.
  • Previous experience and proficiency with M-Pathways, Concur, and other University systems.
  • Excellent communication skills, including ability to write basic correspondence, use proper grammar and interact professionally with individuals from diverse backgrounds. 
  • Ability to work under pressure, set priorities, exercise initiative, meet deadlines and work effectively both independently and collaboratively as part of a team.

Additional Information

Position Criteria:

These are the criteria that the hiring team will be evaluating the candidate for

  • Skills (i.e. communication, presentation, organizational, etc.)
  • Abilities (i.e. ability to navigate change effectively, to work with cross-functional departments, etc)
  • Competencies (what competencies are critical for success in this position?)
  • Other characteristics

Financial/Budgetary Responsibility

  • Prepare projections of routine expenditures for products used in the office.
  • Interface with M-Pathways, process purchase orders, P-Card transactions, and service contract payments.
  • Assist in reconciling financial records.

Working conditions

40 hours per week, Monday – Friday, flexible schedule between 7:30 AM – 5 PM, in an office setting. May periodically be asked to assist with coordinating logistics for evening student events.  

 

Physical requirements

 

Able to maintain a static position for extended periods of time. Ability to move and transport mail/packages from the mail room weighing up to 25 pounds.  Position involves traveling to various locations on and off campus to deliver materials.


 

U-M EEO/AA Statement

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