The Gerald R. Ford School of Public Policy invites applications for our Administrative Assistant, Program in Practical Policy Engagement (P3E). As a member of the P3E team, this person will provide overall administrative and event planning support for the program.
P3E is a new program that will leverage Ford's unique expertise and interdisciplinary approach to generating policy-relevant research, analysis and learning, and build on our existing engaged learning and mentoring programs. For more information about the program: fordschool.umich.edu...ift-power-foundation
ABOUT THE FORD SCHOOL
The Ford School is one of the nation’s foremost policy schools, housed at one of the world’s great public universities. We lead research that illuminates public policy challenges and opportunities. We prepare future policy leaders and analysts for dynamic careers in the public and private sectors in the U.S. and around the world. We work with policymakers to inform and improve local, state, national, and international policies. We foster dialogue and understanding about the most pressing policy challenges and opportunities of today.
The Ford School has earned a reputation for academic rigor and excellence; a strong and growing commitment to diversity; and a collegial, welcoming, and stimulating interdisciplinary community. We are housed in Joan and Sanford Weill Hall, a celebrated facility in the heart of the University of Michigan’s central campus in Ann Arbor. To learn more about the Ford School’s mission and activities—including our academic programs and research —please visit www.fordschool.umich.edu.
• Handle meeting scheduling and hosting, travel reservations, travel expenses, and trip itineraries; collect and reconcile all purchasing card documentation; and manage reimbursements of business expenses for the program.
• Answer phone and email inquiries, review incoming mail and resolve both routine and complex inquiries.
• Coordinate logistical support for operational needs, such as computing, printing, equipment purchasing and maintenance, office supply ordering; setup and maintain files; coordinate purchasing, vendor payments and relations.
• Provide administrative support to program Director and staff including data base management, copy editing, updating websites, travel reimbursements, managing calendars and travel, filing, and other related tasks.
• Provide support and background research on projects on an ad hoc basis including mailings, data entry, and other related tasks.
Events Coordination / Outreach:
- Play lead coordinator role for events and meetings, including major conferences, speaker series, panel discussions, seminars, and planning meetings;
- Provide hands-on event support and coordinate event logistics, including invitations, RSVPs and registrations, room reservations, travel and lodging arrangements, agendas, meeting materials and packets, promotional materials, meals and refreshments, audio/visual solution coordination, expense reimbursements, meeting minutes and documentation;
- Work closely with P3E staff in support of program communications efforts, including contributing to the website, online resources, outreach efforts, and mailing lists;
- Assist with tracking and reporting on outreach and dissemination activities and impact;
- Other duties as assigned.
• An associate’s degree and at least three years of administrative support experience or the combination of education and experience that enable the performance of all aspects of this position.
• Strong computing skills, including proficiency with Microsoft Word, Excel, PowerPoint, and the ability to learn new software applications quickly.
• Ability to manage a large and diverse workload with attention to detail and the ability to meet deadlines in a timely manner.
• 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.
• Excellent verbal and written communication skills, including spelling, grammar and punctuation.
• A bachelor’s degree, preferably in public policy, political science, economics, business administration, or another social science discipline.
• Proficiency with University of Michigan information technology enterprise systems such as M- Pathways (PeopleSoft), Business Objects, Concur and M-Reports.
• Experience using Adobe forms, Qualtrics, InDesign, Google forms and documents, and Canvas
• Knowledge of University of Michigan rules and regulations for business operations and sponsored projects.
• Experience with events planning and management.
This position reports to the Associate Director and may supervise temporary employees and students.
Schedule - 20 hours/week, with flexibility to work occasional event shifts during standard and non-standard hours.
U-M EEO/AA Statement
The University of Michigan is an equal opportunity/affirmative action employer.