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Job Summary

Poverty Solutions is seeking an energetic and committed individual to serve as our full-time Administrative Assistant.  As a member of the Poverty Solutions team, this person will provide administrative and event planning support for the initiative and will be based within the Gerald R. Ford School of Public Policy. 

Poverty Solutions is an interdisciplinary university-wide initiative that seeks to foster research to identify and test strategies for the prevention and alleviation of poverty.  Its action-based research is focused on determining what is most effective and brings new discoveries to policy makers and community stakeholders. 

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. 
 

Responsibilities*

Administrative and Research Support:

Manage meeting scheduling and materials, conference calls, hosting, travel reservations, travel expenses, and trip itineraries. 

Reconcile all purchasing card documentation, and manage business expenses and reimbursements for the group and guests.

Manage the director’s calendar & travel.

Provide logistical support for operational needs, such as computing, printing, equipment purchasing and maintenance, office supply ordering; setup and maintenance of all necessary files, coordinate purchasing, vendor payments and relations.

Assist with financial transactions such as journal entries and budget reconciliations.

Assist in collecting and compiling information for pre- and post-grant awards, grant reporting, Institutional Review Board applications and continuing reviews; and provide support to research projects on an ad hoc basis including mailings, data entry, and other related tasks. 

Greet guests to the Poverty Solutions suite, accept deliveries and answer questions, calls and requests from visitors; coordinate office upkeep as necessary.

Events Coordination / Outreach:

Coordinate events and meetings, including major conferences, speaker series, panel discussions, seminars, and planning meetings.

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, expense reimbursements, meeting minutes and documentation.

Conduct professional communications with speakers and visitors; maintain positive relationships with vendors, exercise discretion and judgment in carrying out duties, and act as a liaison between the community and Poverty Solutions. 

Coordinate marketing supplies and contribute to website, online resources, outreach efforts, and mailing lists in coordination with the communications and outreach teams.

Assist with tracking and reporting on initiative outreach, dissemination and impact. 

Other duties as assigned.

Required Qualifications*

An associate’s degree and at least two years of administrative support experience or the combination of education and experience that enable the performance of all aspects of this position. 

Strong computing skills, including proficiency with Microsoft Word, Excel, PowerPoint, Google products, and 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 organization skills with demonstrated attention to detail.

Excellent interpersonal skills including the ability to work cooperatively and professionally with faculty and staff across the University of Michigan campus, with local and national partners, and to serve as a representative of the initiative.

Excellent verbal and written communication skills, including spelling, grammar and punctuation.
 

Desired Qualifications*

A bachelor’s degree, preferably in business administration, economics or another social science discipline or the equivalent experience to enable advanced performance of all aspects of this position.  

Proficiency with University of Michigan information technology enterprise systems such as M-Pathways, eResearch, Concur and M-Reports. 

Knowledge of University of Michigan rules and regulations for business operations and sponsored projects. 

Experience with events planning and management.

Experience or demonstrated interest in the prevention and alleviation of poverty.

U-M EEO/AA Statement

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