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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, your salary requirements, and outline skills and experience that directly relate to this position.

Job Summary

Note: This position is a part-time appointment @ 32 hours/week

ABOUT THE STEPHEN M. ROSS SCHOOL OF BUSINESS

The Stephen M. Ross School of Business at the University of Michigan is a diverse learning community grounded in the principle that business can be an extraordinary vehicle for positive change in today's dynamic global economy. The Ross School of Business mission is to develop leaders who make a positive difference in the world. Through thought and action, members of the Ross community drive change and innovation that improves business and society.

Ross is consistently ranked among the world's leading business schools. Academic degree programs include the BBA, MBA, Part-time MBA (Evening and Weekend formats), Executive MBA, Global MBA, Master of Accounting, Master of Supply Chain Management, Master of Management, and PhD. In addition, the school delivers open-enrollment and custom executive education programs targeting general management, leadership development, and strategic human resource management.

About the Department/Program/Center/Institute

The mission of ACT is to use teamwork to identify, simplify, and satisfy customers’ administrative needs. ACT provides skilled and creative administrative support to centers, institutes, and program offices throughout Ross. This team excels in technical skills, problem-solving abilities, initiative, and a commitment to customer service.

Purpose

This support position provides a wide range of administrative support services to staff and program offices (12-member staff, supporting program offices comprising approximately 350 individuals). Each ACT staff member generally supports one to four units, depending on the size and needs of the unit.

Responsibilities*

Contributes to our positive and inclusive work community by building trusting partnerships across the school, continually learning, creating impactful experiences, and working with a sense of ownership for outcomes.  Approaches this work with a commitment to diversity, equity, and inclusion in mind; treating others with respect, dignity, and in a manner where individuals feel they belong; listens, values feedback, and learns from the perspectives of others. 

Executing Financial Transactions: Support the work of the units by executing both standard and complex  financial transactions according to University of Michigan and Ross policies and procedures. Typical transactions include purchasing goods (including working with procurement, preparing Purchase Orders, working with vendor maintenance, and preparing payment vouchers), reimbursing students and visitors, taking in payments, and receiving and depositing checks and cash. Other transactions include travel advances, foreign transactions, imprest cash funds, complex PO’s, and Additional Pay transactions.  In addition, ACT members serve as the Single Administrative Point of Contact on all financial accounts relevant to the units they support.

Supporting Events: Our customers are responsible for taking the lead in creating events in their units, but ACT staff play an important role in executing the logistical details – managing schedules, arranging travel, reserving rooms, working with vendors, preparing materials, and registering guests.

Last year, ACT supported more than 100 major events for students, faculty, or donors. Because events are a major way Ross interacts with stakeholders, supporting events is our department’s #2 priority.

Onboarding and Offboarding Staff: Ross welcomes more than 70 new staff members each year. ACT staff help units handle the logistical details of getting staff their keys, workspace, network accesses, and the other details. Staff transitions are our department’s #3 priority.

Providing oversight of reception scheduling and workflow (depending on assignment): ACT may provide reception coverage for shared suites. The Administrative Assistant Senior would maintain accountability for reception coverage by managing the coverage schedule, including coverage of lunches and days off, and monitoring workflow to ensure that client work is appropriately distributed and prioritized.

Required Qualifications*

  • High school diploma, or equivalent, and at least  4  years previous administrative support experience, preferably in an academic setting, or equivalent combination of education and experience is required.
  • Outstanding customer service, interpersonal and communication skills are essential.
  • Ability to multi-task, organize workload and exercise discretion with sensitive and confidential information is critical.
  • Demonstrated accuracy, attention to detail, professional demeanor, and presentation is necessary.
  • Positive customer service-oriented attitude, flexibility and the ability to work both independently and as a team member are critical.
  • Must have excellent judgment; ability to function productively in an ever-changing, high-stress, fast-paced environment, particularly at the beginning and end of academic terms, with numerous interruptions.
  • Must be able to set priorities, exercise initiative, work simultaneously on numerous projects, and meet/negotiate deadlines (sometimes last minute deadlines) on a daily basis.
  • Must possess a substantial amount of experience and a high level of proficiency, speed and accuracy with PC software in Microsoft Windows environment, particularly.
  • Word, PowerPoint, Excel; ability to learn quickly and adapt to new computer software and technologies is necessary.
  • Must be able to communicate effectively and follow written and verbal instructions, working with a very diverse group of colleagues, faculty, staff, students, alumni, and visitors.
  • Must participate in change initiatives to improve service, efficiencies, and/or productivity.
  • Must be willing and able to quickly learn to use unit-specific specialized software.

Desired Qualifications*

  • Some college or equivalent combination of education and experience is desired.
  • Knowledge of University policies and procedures is preferred.
  • Knowledge of GoogleMail and GoogleDrive.

Additional Information

Skills Testing

Skills testing may be required.

Physical Demands/Work Environment 

  • The person in this position routinely moves through the building to attend meetings/events and access files or information.
  • The person in this position routinely moves boxes, office supplies, copy paper, carts, etc., weighing up to 50 pounds to deliver items, setting up events, luncheons, etc.
  • May require work during early mornings, nights, and/or weekends.

Michigan Ross values a culture of diversity, equity, and inclusion.  We are committed to the development of diverse and culturally intelligent staff who thrive and contribute to a positive and inclusive environment.

The statements included in this description are intended to reflect the general nature and level of work assigned to this classification and should not be interpreted as all-inclusive.

U-M EEO/AA Statement

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