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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 relevant work experience that directly relate to this position.

Responsibilities*

Customer Service & Office Management

  • Serve as primary customer service contact for the department and resolve issues or refer to appropriate staff.

  • Provide high quality customer service to all students, student organizations, advisors, and other constituents that reflects the mission of the department.

  • Receive, sort and distribute mail.

  • Receive and direct calls; forward emails appropriately when necessary

  • Oversee ordering and storage of department and programming supplies.

  • Ensure the office is neat and clean and represents a professional atmosphere.

Financial & Vendor Management

  • Monitor and approve time for all temporary employees as delegate.

  • Ensure time reporting mechanisms and procedures are functioning.

  • Follow all budget guidelines established by the University and ensure proper spending and reconciliation. 

  • Review financial reports to ensure proper billing.

  • Reconcile monthly Statement of Activity Report and correct any discrepancies.

  • Review invoices and ensure accuracy of contracts and services prior to processing payment.

  • Process and reconcile department payments and student organization transactions per university guidelines.

  • Prepare program specific and year-end financial reports as requested.

Administrative & Communication

  • Provide administrative support for all SIL staff including scheduling appointments, managing calendars, event planning, and programming support.

  • Create administrative processes to increase department efficiency and effectiveness.

  • Oversee creation and maintenance of general office calendars.

  • Facilitate and respond to communication from University constituents.

  • Understand and use applicable computer applications: Banner, SIS, Outlook, Advocate, Share Drives, FMS Microsoft, Adobe, etc.

  • Utilize department related technologies (OrgSync, Advocate, etc.)

  • Update web page as needed

  • Create manuals and process related documents

  • Ensure electronic files are updated, accurate and purged according to record retention policies

  • Update web page as needed or requested

  • Serves as a mandatory reporter (Clery Act) and responsible employee (Title IX) and immediately reports related incidents according to federal mandates and university policies.

  • Work some evenings and weekends on occasion as required.

  • Other job-related  duties as assigned

Human Resources Management

  • Provide administrative support to all department and student organization hiring processes including posting positions, managing on-line application process, arranging interviews, and closing positions as necessary.

  • Hire, train, supervise and provide input to evaluating (annually) student assistants/budget intern.

  • Ensure compliance with hiring practices as outlined by Human Resources including participation in on-going training provided by HR.

  • Ensure proper onboarding of all employees and confirm Human Resource clearance for pending hires before onboarding process starts.

  • Work with Human Resources and other university departments to ensure hiring/termination of employees is appropriately processed.

  • Maintain accurate personnel files for department staff.

Required Qualifications*

  • High school diploma or equivalent and a minimum of 4 years of related experience, preferably within higher education

  • Excellent budget and financial management skills

  • Excellent interpersonal, customer service and problem-solving skills

  • Advanced computer skills, particularly using Microsoft Office software as well as other databases, e-mail and electronic calendaring systems.

  • Ability to work independently and as a team member to set priorities and handle multiple assignments and competing deadlines.

  • Ability to work on diverse projects simultaneously.

  • Ability to multi-task and adapt to changing demands and priorities.

  • Must maintain confidentiality.

  • Strong attention to detail.

  • Understands and values diversity and the importance of inclusion as demonstrated through commitment to apply and incorporate differences, complexities, and opportunities that diversity brings to an organization.

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.