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How to Apply

A cover letter, resume, and a response to the prompt below are required for consideration for this position, and should be consolidated into a single document before submitting. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position. 

Prompt: Describe what good customer service should look like when welcoming counseling participants to CEW.  (max 2 paragraphs)

Job Summary

CEW is committed to identifying current and emerging needs of women and underrepresented students as well as women of color faculty and staff, thus enabling U-M to better serve and recruit diverse talent. To address those needs, CEW+ develops programs and services while simultaneously working towards institutional change in policies and practices.

Staff position with primary responsibilities related to front office and program tasks and supporting the counseling program.  This role will be responsible for opening and closing of the office, scheduling counseling appointments, and data entry. This support includes managing calendars, answering inquiries, scheduling, database maintenance, both internal and external customer service, file management, and assisting with a wide variety of events, programs and projects.  

The Administrative Assistant is a member of the Front Office Team.  This is a non-exempt position with full benefits. 

Responsibilities*

General Duties across all tasks

  • Participate in training as identified (Titanium, Wolverine Access functions etc.)
  • Participate in events and fundraising activities as needed

40% Front Office Duties

  • Open and close the office - secure all doors and file cabinets, power down computers & printers, turn off lights, and forward phones
  • Check front and rear waiting areas daily to ensure that they are orderly, with publications in racks available and current
  • Provide backup support to the Office manager’s tasks related to Director Assistant duties (answer forwarded phone calls, oversee Director’s calendar in her absence, etc.)
  • Make independent decisions within established guidelines regarding planning, organizing, and scheduling of work
  • Responsible for logging gift check and non-gift checks received at CEW and giving non-gift checks to Office Manager for depositing
  • Greet all participants, donors, guests and visitors, and respond to all inquiries and needs
  • Answer multi-line phones and transfer calls as appropriate
  • Provide backup support for Event Planner related to program registration tasks
  • Update Daily Task List with all program-related tasks and dates and monitor for completion (room set-up, sign-in sheets, evaluation, handouts, etc.) Manage completion of tasks as listed on daily task list if delegated to others.
  • Responsible for weekly inventory and placing orders for office supplies through Officemax and other UM vendors
  • Backup responsibilities related to set up for internal meetings
  • Backup for events as needed
  • Update sign-in sheet with any call-ins (last minute absences)
  • Create reports as needed for review and follow-up
  • Create and print monthly and biweekly staff sign-in sheets
  • Organize bulletin boards and review weekly to make sure information is current
  • Assist constituents in checking out library books and using the study spaces

40% Counseling Support Duties

  • Schedule counseling appointments and other meetings as needed
  • Send reminder emails to all scheduled counseling participants, customer satisfaction surveys, and  follow-up emails as necessary or at counselor's request
  • Respond to and refer telephone and email inquiries regarding University procedures, CEW programs, scholarships, and counseling appointments and services, etc.
  • Maintain counseling files/records and scan paper files into Titanium as necessary
  • Create files for all CD participants and scan into Titanium once finalized and processed
  • Along with Office Manager, train temps and work study students on all counseling policies and procedures
  • Update and maintain counseling appointment scheduling policies, admin support best-practices documents and general front office procedures manuals
  • Process emergency financial aid through Wolverine Access, facilitate correspondence with OFA and document all participant data in Excel and Titanium.
  • Track monthly Critical Difference Grant reports and confirm totals with Business Administrator
  • Initiate correspondence with participants requiring interpretation of policies and procedures regarding matters of a sensitive or confidential nature using ability to accurately format, edit, proofread and revise documents
  • Retrieve paper files from archives for return participants with upcoming appointments
  • Obtain and update counselor schedules, and create appointment placeholders in Titanium
  • Maintain confidentiality of all records and participant information
  • Archive old participant files to basement
  • Update and share information materials related to University and community resources; make available by filing, displaying, or circulating as appropriate
  • Oversee and maintain counseling appointment wait list

20% Data Entry and Financial Support Tasks

  • Responsible for various data entry related needs of the office including but not limited to entering data into spreadsheets and programmatic software including Wolverine Access, DART and Titanium
  • In-house printing of marketing materials, program handouts, etc. 
  • Create mail merges, form letters, and name tags
  • M-Marketsite ordering for the office
  • Run monthly statement of activity report for Program Managers and other CEW staff that do not have Financial system access
  • Enter emergency funding and scholarship disbursements into UM Financial Aid system

Required Qualifications*

  • High School diploma or GED
  • More than 6 months office experience particularly with scheduling appointments and answering multi line phones
  • Experience with Microsoft Office and Google tools
  • Excellent communication skills - verbal and written
  • Demonstrated collaboration skills and interpersonal skills
  • Ability to multitask
  • Demonstrated ability to use discretion and respect confidentiality
  • Demonstrated ability working with diverse constituencies

Desired Qualifications*

  • Titanium Scheduling Software experience
  • Student Financials disbursement experience
  • Knowledge of Business Objects
  • M-marketsite and other UM system experience including running Statement of Activity Reports
  • Program Assistant experience
  • U-M Cash Handling certification and check depository familiarity/SPG requirements
  • Knowledge of University of Michigan practices, policies, procedures and regulations

Application Deadline

Job openings are posted for a minimum of seven calendar days. This job may be removed from posting boards and filled anytime after the minimum posting period has ended.

U-M EEO/AA Statement

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