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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

Department Summary

Student Life Technology Solutions (SLTS) provides all technology-related activities for Student Life. SLTS has 23 full-time employees. Student Life Budget & Finance (SLBF) provides for all financial activities for Student Life.  SLBF has 29 full-time employees. 

Student Life Technology Solutions elevates the student experience by working with Student Life and campus partners to provide innovative and creative technology solutions.  We have a strong focus on developing relationships with Student Life units, understanding the units’ work, and providing tailored solutions while seeking economies of scale where it makes sense. Functional areas include Operations and Infrastructure, Web and Applications, Project management, and Business Intelligence.

Job Summary

This position will provide Office Management and Administrative Duties for both Student Life Budget & Finance and Student Life Technology Solutions with an average of 80% of time devoted to SLTS and 20% of time devoted to SLBF.  The financial and purchasing tasks listed below will be carried out for both departments and their Directors.

Responsibilities*

35% - Administrative Duties

  • Assist and advise on physical and electronic file management; help organize and curate SLTS’s digital presence, project, and operational files
  • Plan events as needed
  • Manage keys and physical access to office space
  • Make travel arrangements for unit staff as required
  • Prepare periodic reports for senior management to review
  • Initiate Housing and Plant trades work orders into University systems and follow-up as necessary
  • Coordinate hiring process for student interns, temporary, and permanent employees, including scheduling, paperwork, etc.

30% - Program Administration

  • Coordinate with Information and Technology Services (ITS) and Student Life units to manage current inventory of computer hardware and AV equipment
  • Work in TeamDynamix (ITS ticketing system) to associate computer inventory with individual users, submit tickets, and technology orders
  • Coordinate with ITS to execute the annual computer replacement/refresh program
  • Partner with Student Life units and vendors to generate a list of AV equipment to be upgraded each fiscal year, then work to schedule upgrades with SLTS staff
  • Assist the Associate Director with logistics of SLTS Tech Ambassador program, such as scheduling and communications with Student Life departments

15% - Routine Office Duties

  • Manage electronic calendars, schedule meetings/appointments, follow-up on all schedule-related issues and manage voice/electronic/written correspondence for unit leadership for both SLTS and SLBF
  • Data entry into spreadsheets and databases for both SLTS and SLBF
  • Manage office equipment and supplies
  • Foster a positive and inclusive workplace environment
  • Coordinate maintenance and repair of office equipment and University vehicles
  • Oversee student staff to perform typical office duties such as
    • Processing of mail, packages, and emails and processing and routing of phone calls for the department and greeting guests
    • Maintenance of office and conference room spaces and office files
    • Creation of department-related communications for digital signage, including electronic documents

10% - Purchasing Duties (for both departments)

  • Perform routine purchasing transactions for office supplies, computer peripherals, and other items as directed by SLTS/BF leadership
  • Monitor contracts for renewal and compliance and assist in the creation, processing and administration of service contracts

10% - Financial Duties (for both departments)

  • Prepare projections of routine expenditures for products used in the office
  • Process purchase orders, P-Card transactions, and service contract payments using M-Pathways
  • Assist in reconciling financial records

Responsibilities*

  • Associate's Degree or an equivalent combination of education and experience
  • Minimum of 3-4 years of administrative support experience  
  • Demonstrated computer literacy in common Microsoft office software (Word, Excel, and PowerPoint), Google (Gmail, Calendar, Documents, Sheets, Slides, and Drive) and the ability to learn specialized software
  • Excellent communication skills, including ability to write basic correspondence, use proper grammar and interact professionally with individuals from diverse backgrounds 
  • Ability to work under pressure, set priorities, exercise initiative, meet deadlines and work effectively both independently and collaboratively as part of a team

Desired Qualifications*

  • Previous experience and proficiency with M-Pathways, Concur, and other University systems 
  • Previous experience with Adobe products
  • Previous experience using a ticketing system
  • Previous experience dealing with outside vendors and/or contractors

Additional Information

Position Criteria:

  • Excellent interpersonal communication, written communication, and customer service skills.
  • Excellent organizational, analytical, problem-solving, and decision-making skills.
  • Attention to detail, high degree of accuracy, a commitment to confidentiality, and balance multiple simultaneous projects.
  • Ability to be able to balance multiple competing priorities, meet deadlines, and adapt to changing demands and priorities.
  • Ability to work independently and to contribute and collaborate effectively as a team member.
  • Ability to take initiative in all areas of responsibility. 
  • Ability to work in a diverse environment and be sensitive to multicultural issues.

Financial/Budgetary Responsibility

  • Prepare projections of routine expenditures for products used in the office.
  • Interface with M-Pathways, process purchase orders, P-Card transactions, and service contract payments.
  • Assist in reconciling financial records.

Working conditions

40 hours per week, Monday – Friday, flexible schedule between 7:30 AM – 5 PM, in an office and/or hybrid work setting. May periodically be asked to assist with coordinating logistics for evening or weekend events.  

Physical requirements

May require sitting for long periods of time. Ability to receive directly, and retrieve mail/packages from mailroom, of up to 25 pounds. Ability to navigate and travel around campus to make periodic deliveries to various campus buildings.  

This role may have reporting obligations under Title IX and Clery.

Starting salary may vary depending on the qualifications and experience of the selected candidate.

Relocation will not be offered for this position.

#studentlife

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.

 

U-M COVID-19 Vaccination Policy

COVID-19 vaccinations are now required for all University of Michigan students, faculty and staff across all three campuses, including Michigan Medicine.  This includes those working or learning remotely.  More information on this policy is available on the Campus Blueprint website or the U-M Dearborn and U-M Flint websites.