How to Apply
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.
The University of Michigan College of Engineering (U-M CoE) empowers students to make a difference in the world. Providing opportunities for all engineering students to gain academic or co-curricular experience outside the United States is an important part of our educational mission. The International Programs in Engineering office is seeking an experienced and efficient administrator to support the office in reaching its goal of sending all engineers abroad. More information about the International Programs in Engineering office can be found online http://ipe.engin.umich.edu/.
The Administrative Coordinator will play a crucial role in ensuring the overall success of the International Programs in Engineering (IPE) office and will report directly to the Director of IPE with functional supervision provided by the Assistant Director. The Administrative Coordinator will support an office of seven full-time employees, one faculty advisor and several student employees by anticipating the needs of the office and ensuring tasks, deadlines and events are executed efficiently with high quality. As a Student Administration Assistant Senior position, the IPE Administrative Coordinator is expected to operate with a high degree of independence, capable of analyzing and resolving complex issues and requests under general direction. Main areas of responsibility include maintenance of accurate student records, student billing, office financials and reconciling, front line administrative tasks, event planning and execution, and executive support to the Director. Specific job duties include:
Financial Processing Duties (30%)
Process study abroad fees and scholarships for posting to student accounts
Process vendor invoices, wire payments, and track payment through Shared Services (SSC)
Submit support documentation for shortcode purchases
Reconcile office and travel expenses in Concur for all employees
Use M-Reports to track payments and office financials
Assist Director with keeping accurate financial records
Represent IPE at College’s Unit Administrators Meetings
Student Support Services (25%)
Process student application materials in M-Compass and archive using ImageNow
Process study abroad transcripts for transfer credit posting
Run queries and reports in M-Compass
Assist advising team in application management (sending reminder emails, tracking missing materials, etc.)
Manage international health insurance enrollment and the U.S. State Department's Smart Traveler Program registration for all CoE student travelers
Assist with transfer course approval process (TCAF) for study abroad students by submitting requests and tracking results.
Maintain course approval database by monitoring expiring course list.
Support IPE Assessment Strategy by managing data collection process and archiving
Assist with administrative tasks to support the International Minor for Engineers
Event & Outreach Coordination (25%)
Plan and coordinate numerous office sponsored events and outreach initiatives in collaboration with IPE team (room reservations, catering, rentals, material and supplies, staffing).
Create RSVP and track attendance for events as necessary
Manage and track event expenditures
Liaise with and maintain positive working relationships with various campus partners
Office Administrative Services (10%)
Front line office support greeting and assisting walk-ins, answering phone and general email questions
Order and maintain office supplies and marketing materials
Support calendar management for assistant director and advisors
Maintain orderly office environment
Maintain accurate office records and files
Manage office shipping and mailing needs
Process temporary employment appointments
Process M1 OARS requests, work orders, and equipment orders
Executive Support (10%)
Manage IPE Director’s calendar
Coordinate IPE Director’s travel
Assist IPE Director in hosting international partners (scheduling meetings, reserve hotels/transportation/parking, catering)
Physical Demands/Work Environment
The person in this role routinely moves through the building and around campus to attend meetings, events and access files and materials.
The person in this position occasionally moves materials up to 30 pounds and transports them throughout the building and to other campus venues for events and meetings.
Occasional early morning, evening or weekend hours will be required.
Associate’s degree or equivalent combination of education and experience. Minimum of 4 years of increasingly responsible administrative support experience with exemplary customer service skills. Excellent attention to detail and demonstrated competency for word-processing, spreadsheets, database, and data retrieval programs. Ability to work independently under general direction and support multiple team members and activities simultaneously with a high degree of organization, accuracy and attention to detail. Demonstrated experience managing a dynamic workload. Strong written and oral communication skills and the ability to thrive in a fast-paced student-centered environment. Proven desire to learn and innovate processes with demonstrated initiative and problem solving skills. Sense of humor, flexibility and willingness to work collaboratively as part of a team. Commitment to diverse, equitable, and inclusive practices in a university environment.
Bachelor's degree. 5-7 years of increasingly responsible administrative support experience with exemplary customer service skills. Working knowledge of TerraDotta software (M-Compass) as well as M-Reports, M-Pathways, Concur, U-M Business Objects, ImageNow, and knowledge of U-M policies and procedures. Previous intercultural and/or experience traveling, living or working outside the United States is beneficial.
Michigan Engineering’s vision is to be the world’s preeminent college of engineering serving the common good. This global outlook, leadership focus and service commitment permeate our culture. Our vision is supported by a mission and values that, together, provide the framework for all that we do. Information about our vision, mission and values can be found at: strategicvision.engin.umich.edu/.
The University of Michigan has a storied legacy of commitment to Diversity, Equity and Inclusion (DEI). The Michigan Engineering component of the University’s comprehensive, five-year, DEI strategic plan—along with updates on our programs and resources dedicated to ensuring a welcoming, fair and inclusive environment—can be found at: www.engin.umich.edu/...lege/about/diversity.
U-M EEO/AA Statement
The University of Michigan is an equal opportunity/affirmative action employer.