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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 your skills and experience that directly relate to it.

Job Summary

The Mechanical Engineering Department is one of the largest departments in the University of Michigan’s College Engineering with its Main Office serving over 100 Faculty and Staff along with students and visitors. We are looking for two (2) full-time (40 hours per week) Administrative Assistants to provide general support to the Mechanical Engineering Department and the department's Main Office during the 2021-2022 school year. Under direct supervision, you will assist faculty, staff, and students with various administrative tasks. 

Who We Are

Michigan Engineering’s vision is to be the world’s preeminent college of engineering serving the common good. This global outlook, leadership focus, and service commitment permeate our culture. Our vision is supported by a mission and values that, together, provide the framework for all that we do. Information about our vision, mission, and values can be found at: http://strategicvision.engin.umich.edu/.

The University of Michigan has a storied legacy of commitment to Diversity, Equity, and Inclusion (DEI). The Michigan Engineering  component of the University’s comprehensive, five-year, DEI strategic plan—along with updates on our programs and resources dedicated to ensuring a welcoming, fair and inclusive environment—can be found at: http://www.engin.umich.edu/college/about/diver.

Responsibilities*

What You'll Do

Customer Service (45%)

  • Serve as the first point of contact for the Mechanical Engineering Department, including greeting guests, answering inquiries from faculty, staff, students, and the general public, and directing questions to the appropriate parties

  • Receive and respond to routine correspondence following established procedures not requiring management review.

Administration (45%)

  • General Office Support and Maintenance:

    • Order office supplies and materials 

    • Create shipping labels

    • Request visitor parking passes

    • Maintaining copiers/printers

  • Accept all incoming package deliveries, distribute mail, and manage the package notification process

  • Assist with purchasing, eRequisitions, reimbursements, and vendor maintenance requests

  • Assist with the coordination of Mechanical Engineering events as needed

  • Assist the Department Chair’s Executive Secretary with events, guests, and projects

  • Compile and analyze basic information for inclusion in expense reports or presentation materials, which may include preparing charts, graphs, or tables.

Miscellaneous (10%)

  • Schedule and maintain Mechanical Engineering conference rooms

  • Mechanical Engineering Staff and Faculty kitchen maintenance - keeping fresh coffee, stocking kitchen supplies, and cleaning

  • Assist with special projects and administrative tasks as assigned.

Please note that the responsibilities above are intended to describe the general nature and level of work to be performed; the precise duties and responsibilities of this position may evolve over time to match changing needs and priorities. Specific responsibilities will be assigned upon qualifications and experience.

Required Qualifications*

Experience and Skills:

  • Excellent communication and interpersonal skills

  • Demonstrated ability to deliver excellent customer service

  • Self-motivated, highly dependable worker with ability to efficiently and effectively multitask, prioritize, and problem solve

  • Ability to work with a diverse group of staff, faculty, and students, independently and as part of a team

  • Ability to work well under pressure

  • Proficiency in computer applications, including spreadsheets, word processing, and database software, including Google Suite and Microsoft Office

  • Attentive to detail and able to logically organize large amounts of data and documentation.

Education:

  • High School Diploma

Desired Qualifications*

Previous experience with University systems and software, including M-Marketsite, Concur, and the Travel and Expense System.

Additional Information

Temporary employees who average 30 or more hours per week may be eligible to enroll in a U-M health plan; eligible employees will be offered a choice from all health plans and coverage levels. All U-M health plans include prescription drug coverage and offer dependent coverage. More information is available at https://hr.umich.edu/benefits-wellness/health-well-being/health-plans/health-care-reform/employer-shared-responsibility.

Background Screening

A pre-employment background check must be conducted 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.

U-M EEO/AA Statement

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