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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.

Job Summary

This role may have reporting obligations under Title IX and Clery.

Department Summary

Using the lens of race and ethnicity, Multi-Ethnic Student Affairs engages the campus community and transforms the student experience by building inclusive spaces and equitable opportunities for all.  Our work is accomplished through four areas of core work:  programs and outreach, student engagement, leadership for social change and social justice education.  As a unit in Student Life, the Office of Multi-Ethnic Student Affairs (MESA) uses the framework of inclusive excellence to lead the campus community by delivering educational opportunities, programs and initiatives for all students. 

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Job Summary

 

The Administrative Assistant is responsible for supporting the work of MESA staff and students through providing excellent management of the operations and communications of the office, including providing administrative support to all program areas as needed. The Office Assistant will be the consistent staff member in the office and on the phone, providing welcoming and responsive service to anyone who reaches out to our office. This position serves as the main presence in the MESA office for approximately 30 hours out of the week.  Other work hours are utilized for staff and committee meetings.

Responsibilities*

Responsibilities

 

Administrative & Customer Service - 30%

  • Provide administrative tasks and comprehensive support to the MESA Director.
  • Provide excellent customer service to students, staff and guests. Welcome all coming into the MESA office and provide current information for visitors.
  • Answer phone calls, take messages, distribute mail, as well as other general office tasks.
  • Provide general administrative support for MESA professional staff including calendaring and detailed minute taking.
  • Organize and maintain MESA’s online and in-office files and content held on the Google Drive, M+Box, in paper files, books and archives.
  • Manage the use of the office meeting space via Google Calendars and communicate with student and community groups who use the space via the key list held in the Campus Information Center.
  • Keep an inventory of office and programmatic supplies to order needed supplies in a timely manner.
  • Oversee the maintenance of a clean and functional office and work with Union staff to ensure proper upkeep of the space.
  • Represent MESA on committees and working groups including the key administrator group, support staff groups, and others as needed.

Supervision & Human Resources - 15%

  • Supervise student social media coordinator and ensure projects and goals are met.
  • Plan and co-facilitate biweeklystudent staff meetings alongside a Program Manager that connect to MESA student staff learning outcomes.
  • Schedule staff meetings, student staff meetings, and manage student staff weekly schedules.
  • Interview and hire student employees, including coordination with School of Education and the School of Social Work graduate programs, and processing all hiring paperwork.

 

Event Logistics & Coordination - 15%

  • Plan and publicize unit programs (e.g., open houses, student celebrations) and collaborative programs with other units.
  • Lead MESA’s Welcome Week event programming, including budget, logistics, and outreach to student organizations and on campus departments.
  • Provide support to sponsored student organizations, working directly with students to execute their programs.
  • Support the programming needs for all MESA events including planning, travel, budgets, and various office tasks.

 

Fiscal Support - 10%

  • Initiate and process journal entries and financial transactions/documents including non-PO vouchers, cash receipts, Form-Gs and travel and hosting reports.
  • Assist student organizations with theirfunding process, which requires communicating and meeting with student organization representatives.
  • Reconcile statements for staff with purchasing cards.Utilize purchasing card for programs and events.
  • Serve as the MESA liaison to Student Life Business and Finance, Human Resources and Student Organization and Account Services.
  • Keep records of budget tracking and reconciliation reports.

 

Communications - 30%

  • Extend the visibility of MESA and program offerings through the creation of content across multiple platforms including social media, newsletters and website.
  • Under guidance of Communications and PR Specialist:
    • Create and maintain website content.
    • Work alongside Program Managers to offer online content that deliver on MESA’s mission and four areas of core work.
    • Utilize creative writing skills and technical aptitude to assist staff with email marketing software.
  • Assist the Director in regular communication with key groups including students, student organizations and alumni.
  • Work with Student Life Development to promote donation outreach to students, staff, and alumni.
  • Participate in all staff meetings and various programmatic team meetings.

 

Miscellaneous

While the aforementioned duties are the priority for this position, all staff members are expected to be available and willing to perform other duties necessary to the effective functioning of MESA as a whole. Staff are encouraged to manage their time to allow for adequate time to complete the job responsibilities within the allotted hours. Some weekend and/or evening work may be required.

Required Qualifications*

  • High School Diploma or GED.
  • Experience working with diverse groups of people.
  • Knowledge of different racial and ethnic communities.
  • Experience working with Google applications (including mail, calendar, drive, etc.).

 

Desired Qualifications*

  • Associate or Bachelor’s Degree.
  • A candidate that:
    • Has experience working with extremely diverse student communities and with large ethnic & cultural groups.
    • Is committed to growth and development of self.
    • Seeks opportunities to learn and develop others.
    • Has a high level of emotional maturity and cultural competence.
  • Fluency in multiple social media platforms (e.g. Facebook, Tumblr, Instagram, Twitter).
  • Working knowledge of Drupal and/or HTML.

 

Position Criteria:

  • Strong interpersonal skills and team oriented perspective.
  • Effective verbal, written, listening and presentation skills; ability to represent the office in contacts and communications effectively.
  • Organized with high attention to detail.
  • Self-motivated and responsible.
  • Ability to work in high-paced social environments.

Additional Information

Supervision Received

Supervision is received from the MESA Director on a one-hour a week basis and the Associate Director as needed. As needed supervision in the area of communication is provided by the Communications and Public Relations Specialist, not to exceed one hour/week.

 

 

 

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U-M EEO/AA Statement

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