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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 University of Michigan School of Public Health (UMSPH) is a diverse learning community seeking to create and disseminate knowledge with the aim of preventing disease and promoting the health of populations worldwide. We are especially concerned with health equity and thus have a special focus on disadvantaged populations who suffer disproportionately from illness and disability. We serve as a diverse and inclusive crossroads of knowledge and practice, with the goal of solving current and future public health problems.

UMSPH is consistently ranked among the nation’s leading schools of public health.  We confer BA, BS, MPH, MHSA, MS and PhD degrees. We offer both residential, executive and online programs.  We are composed of six graduate departments, one undergraduate program, a unique joined degree with the School of Information (Health Informatics), and will be launching a new online MPH degree planned for Fall 2019.

This position is seeking a high energy, student-friendly individual who will report to the Assistant Dean in the Office for Student Engagement and Practice (OSEP) within the Dean’s Office. OSEP is composed of four units: Student Affairs, Undergraduate Education, Career Development, and Public Health Practice. The Administrative Assistant Intermediate will primarily, although not exclusively, provide administrative support to the Career Development and Public Health Practice staff.

For more information about UMSPH, please see our website.

 

Responsibilities*

RECEPTION AND OFFICE MANAGEMENT

  • Greet visitors; manage appointment check-in

  • Direct students to resources when staff unavailable to meet them outside of walk-in and appointment times

  • Answer phone inquiries; transfer calls to appropriate staff

  • Assist staff with meeting scheduling and room reservations

  • Assist with creating schedules of work study student hours and maintaining a  calendaring system

  • Draft correspondence for staff

  • Maintain supply of handouts and resources in the the lobby area

  • Serve as backup for OSEP front desk reception and answering general phone calls for the school

  • Assist with program communications including updating websites and preparing email correspondence

  • Assist with processing student work-study hiring paperwork

  • Maintain physical and electronic program and administrative files and email listservs

  • Coordinate/collaborate with other areas of OSEP to provide optimal service to students and public health practice partners

PROGRAMMATIC SUPPORT 

  • Provide primary administrative support for the Public Health Action Support Team (PHAST)

  • Assist with p-card reconciliation and purchasing as needed

  • Assist with logistics for Career treks

  • Assist with communications and triaging of jobs listserv including responding to employers and delegating emails to appropriate staff for follow up

  • Catalog details of programmatic events and activities into electronic databases and record keeping systems

  • Enter job postings into Career Connections as needed

  • Assist with tracking and contacting graduates for employer outcome survey

MEETING AND EVENTS SUPPORT 

  • Maintain conference room reservations and reserve building spaces for meetings, recruiter information sessions, office hours, coffee chats and interviews; schedule employer interviews

  • Attend meetings; take meeting minutes as needed

  • Coordinate hosting for OSEP programs and activities

  • Assist with event preparation including invitation design and print, signage creation manage RSVPs, produce event materials

Required Qualifications*

High school education or equivalent and two to four years of experience as an administrative assistance
Excellent written and oral communication skills
Excellent organizational and interpersonal skills including the ability to work cooperatively with faculty, students, and staff in a diverse academic environment
Ability to problem-solve independently
Strong attention to detail
Schedule may require working some evenings and weekends to accommodate occasional events

Desired Qualifications*

Proficiency using Microsoft Office Word and Excel

Additional Information

We are seeking an experienced and dynamic staff member with a commitment to contributing to a diverse, equitable and inclusive environment for all members of our community.

U-M EEO/AA Statement

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