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Job openings are posted for a minimum of seven calendar days. This job may be removed from posting boards and filled any time after the minimum posting period has ended. 

A cover letter, attached as the first page of your resume, describing how your experience meets the job requirements of this posting, is required for consideration of this position.

The School of Nursing seeks to recruit and retain a diverse workforce as a reflection of our commitment to serve the diverse people of Michigan that extends world-wide, to fulfill the School’s strategic plan, and to sustain the excellence of the School of Nursing.

To learn more about diversity, equity, and inclusion visit: http://nursing.umich.edu/diversity/dei-faculty-and-staff

Please visit http://www.nursing.umich.edu/ for more information about the school. 

Job Summary

The University of Michigan School of Nursing (UMSN) Faculty Support Services is looking for a team player with a positive outlook and flexible ‘can-do’ attitude to join our team as an Administrative Assistant Intermediate. As a member of the Faculty Support Team, you will provide a variety of administrative and clerical services of a confidential nature to our UMSN faculty in promotion of the day-to-day operations.  

Responsibilities*

CHARACTERISTIC DUTIES AND RESPONSIBILITIES

  • Proofread and format course related and professional documents.
    • Format references for manuscripts and grant applications using standardized reference software such as EndNote. Format manuscripts and grant applications according to the applicable specifications.
    • Insert tables, graphs, charts and flow diagrams into documents for grant applications, teaching and other professional communications.
  • Create and maintain Excel spreadsheets with the ability to develop formulas as well as create charts and graphs.
    • Format tables, graphs, charts, and flow diagrams for grant applications, teaching and other professional communications. 
  • Provide support to faculty for teaching and course preparation.
    • Assist faculty with Canvas course site administration including question bank creation, file maintenance, and assignment settings.
    • Schedule and facilitate Zoom sessions for courses including breakout sessions.
    • Format course documents including syllabi, exams, and Power Point slides.
    • Assist with exam administration including proctoring and Scantron coordination.
    • Assist with textbook searches and ordering.
    • Monitor classrooms for supply needs, room organization, and facility needs.
  • Provide general administrative support for UMSN faculty.
    • Assist with meeting logistics including scheduling, reserving and arranging space, and audiovisual or other equipment assistance as needed for course related events. 
    • Assist in the coordination of the centralized collection and storage of School of Nursing course syllabi each academic term. 
    • Participate in the ongoing coordination of updates to faculty CVs.
    • Provide committee and project administrative support as assigned.
  • Provide general office support.
    • Provide office coverage in coordination with fellow team members. 
    • Promote a welcoming, organized, efficient and professional office environment. 
    • Perform office duties including mail distribution, outgoing mail preparation, data entry, photocopying, scanning, faxing, travel arrangements, providing telephone coverage if needed and filing/maintaining files.
  • Serve as an active and engaged member of the Faculty Support Services Team.
    • Maintain open communication with fellow team members.
    • Participate in the launch of new service initiatives. 
    • Develop and implement systems for tracking the progress of assignments. 
    • Create and update process and procedure documentation.
    • Participate in regular team meetings.

The above statements are intended to describe the general nature and level of work to be performed and are not an exhaustive list of all associated responsibilities.

SUPERVISION RECEIVED

Supervision is received from the Senior Director of Budget, Finance and Operational Services.

Required Qualifications*

Education and Experience

  • Bachelor’s degree preferred and/or equivalent combination of education and experience is required. 
  • Five (5) or more years of progressive secretarial and/or administrative experience in a busy, fast-paced, customer service oriented environment. Experience in an academic environment in higher education is required.
  • Strong oral and written communication skills as well as organizational skills; the ability to write clearly and concisely for various mediums, including demonstrated knowledge of proper grammar and punctuation usage.
  • Demonstrated advanced proficiency with Microsoft Office applications (Word, PowerPoint, Excel, Outlook), as well as with Google Drive applications (Documents, Spreadsheets and Forms). 
  • Demonstrated ability to finalize correspondence, business letters, summaries, and reports; type 55-70 wpm with accuracy; proofread final products for grammar, spelling, punctuation and typographical errors.
  • Demonstrated previous experience using reference software such as EndNote or Mendeley for research or academic writing purposes.
  • Demonstrated experience with using scheduling/meeting management software such as Doodle.

Attributes:

  • Excellent problem solving and decision-making skills. 
  • Proven analytical skills and follow-through; a high degree of creativity, initiative, resourcefulness, and the ability to anticipate needs.
  • Ability to perform highly responsible, administrative duties using independent judgment and professionalism.
  • Proven ability to pay attention to detail.
  • Ability to prioritize work with concurrent deadlines and operate in a fast-paced, pro-active customer service environment is required.
  • Demonstrated ability to build positive and productive relationships with individuals at various professional levels (faculty, staff, students, etc.).
  • Knowledge of administrative/office procedures with a flexible can-do attitude and ability to work independently or as part of a team.
  • Familiarity with Canvas is preferred.
  • Working knowledge of applicable University policies and procedures is preferred.
  • Demonstrated effectiveness in performing work assignments in on-site and remote work environments.
  • Ability to promote the School of Nursing’s Declaration of Values to Empower each other to interrupt or disrupt disrespect; Practice communication that is beneficial, kind and true; Inspire and be inspired by our members’ worth, significance and integrity; Cultivate respect for ourselves and others routinely, publicly and privately.

 

U-M EEO/AA Statement

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