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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. In your cover letter, please indicate how you discovered this opportunity.

Job Summary

Reports to:    Assistant Director, Finance and Administration

Supervises directly:    N/A

Position summary:  The Administrative Coordinator will provide financial and administrative support for the Office of Finance and Administration (F&A) and the Office of University Development (OUD).  Collaborating with staff across all OUD departments, this position requires excellent customer service, strong communication and organizational skills, and the ability to prioritize multiple assignments, while paying close attention to detail.
 

Responsibilities*

Facilities (50%)

• Manage all facility changes; including ergo assessment requests, office moves, renovations, and reconfiguration projects within OUD, while being sensitive to individual needs and budget considerations. 

• Serve as the primary contact for vendors, including leading the movers on facilities projects, and ensuring that they stay on task and complete projects within the deadline. 

• Rebill, via online journal entry, facilities charges to appropriate departments. 

• Maintain OUD office layout and floor maps. 

• Proactively analyze space and upcoming needs of OUD. 

• Monitor and update OUD key inventory.

• Serve as the key contact managing all office telephone equipment. 

• Serve as the OUD Lead BIRT member, facilitating training for OUD BIRT team.  Work with Building Manager on department communications.

• Maintain OUD emergency contact information and tools. 

• Organize and maintain eighth floor supply room and basement storage areas.

• Annually review and update the UM Space Inventory Survey.

• Submit Plant Operations requests for OUD as needed.  

 

Procurement (30%) 

• Process Purchase Orders (PO), Non-Purchase Order (Non-PO) vouchers, wire transfers and People Pay requisitions for OUD departments, including assigning correct account codes and shortcodes in MPathways. 

• Request new and update Supplier IDs in MPathways.  

• Monitor, review, and document payment status of all invoices in Google tracking spreadsheet, and follow up when necessary. 

• Serve as primary contact for questions and inquiries from OUD and Shared Service Center.

• Maintain electronic Purchase Order, Non-PO voucher and People Pay files.

 

Human Resources (15%) 

• Process job postings and employee offers for all full time and temporary positions in eRecruit, working closely with Talent Management team and Central HR.  Serve as subject matter expert.

• Process student temporary appointments and related job changes for Telefund students, and other OUD department student temps via Wolverine Access.

• Track receipt of offer/acceptance letters, probationary letters, Conflict of Interest/Conflict of Commitment, and annual Performance Appraisals. 

• Maintain OUD HR/personnel files including handling of confidential information.

• Manage Position Count Number (PCN) list for OUD. 

• Maintain New Hire and Exiting Employee Tracking Spreadsheet, and other HR tracking reports

• As a part of UM’s annual Internal Control process to ensure compliance with University policy and procedures, collaborate with the OUD Recruiters and Finance & Administration Team to review and update HR processes and procedures.

 

Other Assignments (5%)

• Ensure department mail is handled twice daily.

• Serve as ops mentor to new Finance & Administration employees.

• Provide limited reception coverage for OUD front desk.

• Process cash receipts for deposit as needed for Finance & Administration. 

• Manage copier for eighth floor as needed. 

• Email time entry and approval reminders, and update time keeping email and static groups, as needed. Run time keeping queries to ensure that time has been submitted and approved, following up with staff supervisors as needed. 

• Actively participate as a member of the Development Administrative Team.

• May be asked to assist with other administrative and special projects.

Required Qualifications*

• Associate degree or an equivalent combination of education and experience. 

• Three to five years of administrative and project management experience.

• Demonstrate excellent customer service, possess strong organizational skills and have the ability to prioritize multiple assignments, while paying close attention to detail.

• Willing to take charge of assignments and have the ability to think creatively about solutions. 

• Sensitive to needs and wishes of others. 

• Must be dependable, exercise initiative and use sound judgment.

• Ability to interact and communicate effectively with a wide variety of people.  Excellent verbal and written communication skills.

• Ability to maintain confidentiality.  Many aspects of this position are confidential, and must be treated as such.

Desired Qualifications*

• Bachelor’s degree

• Reasonable knowledge and experience with UM Financial and Human Resource systems, especially in the Procurement module for Purchasing, eProcurement, Accounts Payable, and HRMS module for eRecruit.

• Business Objects experience is helpful.

• Financial experience desired.

• Considerable knowledge and experience in Google, Microsoft Word and Microsoft Excel.

• Knowledge of University policies and procedures.

Additional Information

For additional information about this position and to review other current openings in Development, please visit our website at: www.giving.umich.edu/careers

Mission Statement

The Office of University Development maximizes private support for the University of Michigan through high-quality collaboration with the development programs of schools, colleges, and units. We also provide fundraising leadership through the stimulation and facilitation of healthy, productive and life-long relationships with our colleagues, alumni, friends, foundations and corporations.

Application Deadline

Although the Posting End Date may indicate otherwise, this job may be filled and closed anytime after a posting duration of seven calendar days.

U-M EEO/AA Statement

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