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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

Under general direction, provides administrative support to the Osher Lifelong Learning Institute at U-M  (OLLIUM).  Works collaboratively with the Directors and staff to ensure that OLLIUM operates efficiently and effectively to provide quality educational services to our participants within the standards and guidelines of the University of Michigan/Geriatrics Center.

Assigned hours, days of week, and specific work assignments may be modified in response to program, department or service needs.

 

Mission Statement

Michigan Medicine improves the health of patients, populations and communities through excellence in education, patient care, community service, research and technology development, and through leadership activities in Michigan, nationally and internationally.  Our mission is guided by our Strategic Principles and has three critical components; patient care, education and research that together enhance our contribution to society.

Why Join Michigan Medicine?

Michigan Medicine is one of the largest health care complexes in the world and has been the site of many groundbreaking medical and technological advancements since the opening of the U-M Medical School in 1850. Michigan Medicine is comprised of over 30,000 employees and our vision is to attract, inspire, and develop outstanding people in medicine, sciences, and healthcare to become one of the world’s most distinguished academic health systems.  In some way, great or small, every person here helps to advance this world-class institution. Work at Michigan Medicine and become a victor for the greater good.

What Benefits can you Look Forward to?

  • Excellent medical, dental and vision coverage effective on your very first day
  •  Retirement Savings Opportunities

Responsibilities*

Office and Personnel Assistance 

Receptionist: triage incoming emails and phone calls; respond to routine requests

Review and disseminate mail; composes responses for finance/administrative and program-related correspondence.

Assist with preparation of program, marketing and fundraising materials

Maintain up to date mailing lists and oversee mailings

Copying/distribution of materials

Process new/updated member registrations

 Assist with preparation of materials for classes/programs, such as Class folders, membership lists, reminder notices, evaluation mailings, and zoom meetings and zoom class support

Maintain departmental calendars and assist with scheduling of events including those at off-site venues when programming is in person.

Train and provide functional supervision to volunteers, student interns and work study students, providing reception and administrative support

Check TSRC facility schedule and post-classroom assignments as needed

 

Financial Assistance:

Complete administrative financial tasks expense reporting;  processing purchase orders/invoices: vendor set up;  preparation of  cash receipts, deposits, journal entries

Acknowledge and record all gifts and fundraising income

Assist with collection and preparation of operating reports, such as time-and attendance records, budget expenditures, revenue, and statistical records of performance data.

 

IT and Website Maintenance

Help maintain of OLLIUM website and databases to ensure quality as well as compatibility and compliance with University standards.

 Input service/member/volunteer data into various databases

Train and monitor staff and volunteers in database and website usage to maintain their integrity.

Compile, sort and retrieve information using various databases and university reporting mechanisms to meet grant-reporting requirements and other needs of the OLLIUM Leadership Council and Directors and staff

Assist customers in accessing and utilizing online registration system

 

Other duties may include the following:

Participate in departmental teams and meetings.

Maintain safe environments for participants/staff/volunteers

Provide room set-up for OLLI study groups (including arrangement of tables and chairs, set-up of audio/visual equipment and other teaching aids, etc.)

Transport OLLI teaching and promotional materials to various learning sites as required when programming is in-person

Assist with program registration at TSRC and off-site locations as needed

Registration and administrative tasks at off-site  lectures as needed

Support other job duties as needed or requested

 

Required Qualifications*

Bachelor’s degree or an equivalent combination of education and experience. Three to five years of office experience necessary. Proficient use of Windows, Microsoft Word, Mail Merge, Excel, Power Point and  databases.  Demonstrated effective verbal and written communication skills, including proficiency in editing.  Ability to interact with a diverse multicultural group participants as necessary. Attention to detail coupled with the ability to work with a team  in a fast-paced environment is also necessary. Must be capable of lifting and carrying OLLI materials and teaching equipment along with performing room set-up when programming is in person.

This candidate will treat others with respect, dignity, and inclusivity ensuring a sense of belonging among co-workers and program participants; listens to, and values, feedback; demonstrates openness and a willingness to learn from the perspectives of others. 

Desired Qualifications*

Knowledge of University policies, procedures and regulations is preferred.   Experience with University of Michigan financial systems preferred, including FinProd.

Experience updating websites

Proficiency in software programs such as Adobe InDesign, and Adobe PremierePro are a plus. Also, experience using videoconferencing platforms such as Zoom, BlueJeans, and Google Meet are preferred.

Other experience using software in the Adobe suite and Google suite are preferred.

Work style that incorporates a sense of ownership for program outcomes. 

Experience with, and commitment to, efforts to increase diversity and equity and inclusion in

previous workplace(s).

 

Please note:  Periodic travel between locations is required, including University Hospital, TSRC, East Ann Arbor Health and Geriatrics Center and selected program venues.

Background Screening

Michigan Medicine conducts background screening and pre-employment drug testing on job candidates upon acceptance of a contingent job offer and may use a third party administrator to conduct background screenings.  Background screenings are performed in compliance with the Fair Credit Report Act. Pre-employment drug testing applies to all selected candidates, including new or additional faculty and staff appointments, as well as transfers from other U-M campuses.

Application Deadline

Job openings are posted for a minimum of seven calendar days.  The review and selection process may begin as early as the eighth day after posting. This opening may be removed from posting boards and filled anytime after the minimum posting period has ended.

U-M EEO/AA Statement

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