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Job Summary

The Gerald R. Ford School of Public Policy is seeking a talented individual to provide administrative and event planning support for the International Policy Center (IPC), a Ford School hub for international policy engagement and learning. The administrative assistant will support the work of IPC and its faculty affiliates, as well as our student-facing global engagement activities. The individual filling this position will receive functional and administrative supervision from the IPC’s Global Engagement Program Manager.


The Ford School is one of the nation’s foremost policy schools, housed at one of the world’s great public universities. We lead research that illuminates public policy challenges and opportunities. We prepare future policy leaders and analysts for dynamic careers in the public and private sectors here in the U.S. and around the world. We work with policymakers to inform and improve local, state, national, and international policies. We foster dialogue and understanding about the most pressing policy challenges and opportunities of today. To learn more about the Ford School’s mission and activities—including our academic programs and research —please visit www.fordschool.umich.edu.


Please Note: A cover letter and resume are required for consideration for this position. The cover letter should be included in the same document as your resume and should specifically address your interest in this position and outline particular skills and experience directly related to this position.


This position is a part-time 50% effort (20 hours per week) position. The work schedule is negotiable, but will primarily be completed during day time hours Monday through Friday.  The ability to occasionally work early evenings to cover events will be strongly preferred. 

Responsibilities*

Administrative Support:
•    Provide administrative support for IPC’s day-to-day operations. Duties include answering calls and email inquiries, handling mail, photocopying, faxing, routing materials, ordering and monitoring supplies and expenditures. Using M-Pathways for processing transactions such as travel and hosting expense reports and other non-P.O. vouchers; P-Card reconciliation; tracking documents and calendars; creating, reviewing and editing correspondence with University of Michigan faculty, conference participants and researchers; maintaining files; coordinating travel and hosting arrangements for faculty and academic visitors; and providing limited course support for select IPC faculty affiliates.


•    In consultation with the IPC Director and Global Engagement Program Manager, assist with monitoring monthly expenses and contribute to decisions on operations expense allocations; consult with the Business Office on appropriate procurement, reimbursement and reconciliation procedures for a variety of payments (student trips, small faculty research grants, faculty foreign travel expense reports).


•    Create, maintain and update spreadsheets and databases with IPC’s specific information, drafting invites for distinguished speakers, cultivating and maintaining relationships with offices of these speakers and assisting in securing the speakers, and supervising work-study students. 


•    Assist the IPC Director and Global Engagement Program Manager in planning new initiatives and projects and conducting marketing and outreach.


•    Assist with activities of the Weiser Diplomacy Center as needed and perform other duties as assigned.

Events Coordination / Outreach:
•    Plan and manage IPC’s major events and conferences. Prepare budgets and conference materials, locate and reserve meeting space, negotiate and confirm vendors, coordinate with facilities and IT staff, process reimbursements, provide final accounting, etc.


•    Provide hands-on event support and overall coordination of event logistics, including invitations, RSVPs and registrations, room reservations, travel and lodging arrangements, agendas, meeting materials and packets, promotional materials, meals and refreshments, audio/visual solution coordination, and expense reimbursements. 


•    Serve as the Ford School travel administrator for Public Policy courses that require traveling abroad (e.g., coordinate group travel arrangements and group visa applications as appropriate).


•    Contribute writing/editing to the IPC newsletter, and related Ford School and U-M publications and update the IPC website as necessary.

Required Qualifications*

•    An associate’s degree plus two years of related administrative and event management experience or the equivalent combination of education and experience that will enable the performance of all aspects of this position.  
•    The ability to work independently with a high degree of self-initiative to complete tasks under minimal direct supervision from the center director.
•    Excellent verbal and written communication skills; including the ability and commitment to working with a diverse community of students, faculty, staff and visitors of the Ford School and the University of Michigan.
•    Strong computing skills, including proficiency with Microsoft Word, Excel, Powerpoint, and Google Suite products, as well as the ability to learn new software applications quickly.
•    Ability to manage a large and diverse workload with attention to detail and the ability to meet deadlines in a timely manner.
•    Capacity to exercise initiative, independent judgment, diplomacy, and confidentiality with a positive service-oriented attitude.
•    Excellent organizational and interpersonal skills including the ability to work cooperatively with students, staff, and faculty at the Ford School and throughout the University of Michigan.

Desired Qualifications*

•    A Bachelor’s degree will be strongly preferred.
•    Experience or demonstrated interest in international public policy.
•    Prior experience providing administrative and event management support within a higher education setting.
•    Proficiency with University of Michigan information technology enterprise systems such as Travel Concur, Business Objects, Canvas, M-Box and M-Compass. 
•    Knowledge of University of Michigan rules and regulations for business operations and sponsored projects. 
•    Experience with website design and maintenance.
 

U-M EEO/AA Statement

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