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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

The Mechanical Engineering Department within the UM-Dearborn College of Engineering and Computer Science is seeking an energetic, dedicated, and capable individual to fill the role of Administrative Assistant Senior.  The Administrative Assistant provides a wide range of high-level, skilled and creative support to faculty, students, and staff across a wide range of functions within the Department.  In addition to the specified qualifications, successful candidates will have a creative approach to problem solving, a strong customer-service focus, work collaboratively with colleagues throughout the college and university, and thrive in a dynamic environment.   Successful candidates will ensure timely service to their customers, routinely exceed expectations, demonstrate initiative, and work with a sense of ownership for outcomes.

Responsibilities*

As high-level administrative support staff for Mechanical Engineering, the Administrative Assistant has a variety of responsibilities that vary daily.  The incumbent will be responsible for ensuring successful handling of HR and financial transactional needs of the department as well as assisting the Chair.

Human Resources (40%):
Manage recruitment, hiring, compensation, and other HR related functions for student employees including Graduate Student Assistants.

Coordinate faculty recruitment and hiring processes.  Includes maintaining records to ensure adherence to departmental, college, and university policies and procedures as well as applicable bargained-for contracts.

Coordinate visiting scholar paperwork in collaboration with faculty sponsor and the Office of International Affairs.

Financial (40%):
Execute standard financial transactions according to relevant policies and procedures.  Typical transactions include purchasing goods, ordering office supplies, reimbursing students and visitors, and preparing documentation for expense reports.

Prepare and distribute regular and ad hoc reports as requested by Chair or others.

Participate in financial reconciliation process including document retention, problem solving, and communication of status.

Assist with Concur expense report preparation and review by Chair.

General (20%):
Coordinate office functions, including developing and implementing office procedures and policies, composing correspondence and other documents, scheduling diverse and complex appointments, meetings and travel arrangements.

Other Duties as assigned.

Required Qualifications*

At least 5 years of higher education working experience
Associate degree or equivalent combination of education and experience
Deep and knowledge and understanding of university policies and procedures
Organized, willing to learn new things, and flexible in a changing environment
Demonstrated ability to undertake multiple tasks at the same time and be able to prioritize among those multiple projects, with a high value placed on detail and accuracy
Strong attention to detail
Excellent interpersonal, communication, and customer service skills
Advanced proficiency in relevant software (Microsoft Office Suite; Google Tools for Education)
Flexibility and demonstrated ability to work both independently and as a team member
Strong problem-solving skills
Demonstrated ability to serve a diverse population
Consistent attendance, dependability, punctuality and reliability

Desired Qualifications*

Bachelor’s degree or equivalent combination of education and experience
Relevant University of Michigan experience
Understanding of externally sponsored research
Knowledge of University of Michigan systems, policies, and procedures

Work Schedule

Due to a focus on customer service, this position requires a work schedule of Monday-Friday, 8:00 a.m. to 5:00 p.m.  Occasional evening and weekend hours may be required during certain periods.

Background Screening

The University of Michigan conducts background checks on all job candidates upon acceptance of a contingent offer and may use a third party administrator to conduct background checks. Background checks will be performed in compliance with the Fair Credit Reporting Act.

U-M EEO/AA Statement

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