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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

The Program on Intergroup Relations (IGR) is a joint program of the Division of Student Life and College of Literature Science and the Arts focused on intergroup and social justice education. IGR works proactively to promote understanding of intergroup relations inside and outside of the classroom. Multidisciplinary courses and co-curricular programs utilize experiential learning and models of dialogue to help students learn about social inequalities, intergroup relations and social justice.  

Job Summary

The Senior Administrative Assistant will provide executive level support for The Program on Intergroup Relations, coordination of administrative support and office operations, appropriate customer service and organization of the daily operation of the Program. In addition, the Senior Administrative Assistant will provide financial support to Student Life Budget and Finance, a department that provides financial and strategic services to all student life.

Responsibilities*

Office Management & Administrative Support 40%

  • Coordinate use of office space, services, and equipment

  • Functional supervision of undergraduate office assistants

  • Provide back-up support for Student Administrative Assistant

  • Responsible for the creation and maintenance of  all program administrative files and databases; manage access and utilization of archival data; coordinate and utilize Salesforce to manage departmental contacts and manage communications with clients, colleagues and students/alums

  • Draft correspondence and assist with formatting, proofreading, and editing annual, periodic, and ad hoc reports

  • Assist with creating, formatting, editing ad hoc correspondence including letters of recommendation, student awards and scholarships given by the unit

  • Assist faculty and staff in the preparation of research grant applications, reports, and provide financial tracking

  • Serve as liaison to technical support, property management, and inter-departmental officemates regarding shared facility concerns

  • Coordinate events, periodic workshops/conferences including in-house staff trainings, staff retreats and professional development, and advisory committee meetings including reserving venue and catering, correspondence, registration, AV & IT support, and materials

  • Coordinate annual award ceremony and graduation celebration

  • Donor stewardship – draft and assist with correspondence, events, etc. to unit donors

  • Maintain calendars for co-directors, associate directors, and research director, including scheduling appointments and meetings

  • Liaison with other Student Life and LSA administrators on special projects

  • Weekly communication to staff

IGR-related Financial & Human Resources 25%

  • Assist in preparation of unit budget proposals, year-end statements and annual gap analysis

  • Provide background information for budgets projections

  • Assist program directors with financial information from Wolverine Access, M Reports, etc.

  • Provide budget support for program grants

  • Coordinate the handling of routine personnel, HR and payroll actions

  • Coordinate financial transactions such as people pay, journal entries, and accounts receivable invoicing

  • Support the search processes for professional staff positions

SLBF - Centers & Programs Budget and Finance Team Lead 10%

 

  • Support the preparation of monthly/quarterly/annual financial statements and projections including variance analysis, budget comparison and written narratives

  • Completed routine financial transactions such as journal entries and accounts receivable invoicing

  • Special projects as assigned by SLBF

Customer Service 15%

  • Respond to verbal (including answering main office phone line) and written inquiries from students, faculty, staff, the community, the press, and outside agencies regarding programs, courses, and activities when appropriate

  • Handle communications, information, and data with sensitivity and confidentiality

  • Research and maintain information regarding the staff, services, and programs of partnering departments and units throughout campus

Policies and Procedures 5%

  • Assist in the development, implementation, periodic updating and interpretation of routine unit policies and procedures

  • Interpret and apply university, Student Life, LSA, and unit policies and procedures

Other duties as assigned 5%

Required Qualifications*

  • Bachelor's Degree in Business Administration or related field or equivalent education and experience
  • 5 or more years of progressive administrative assistant experience
  • Budget tracking and financial record keeping experience

Desired Qualifications*

  • 7 or more years of experience as administrative assistant in a higher education administration environment
  • 3 or more years of accounting and office management experience
  • Expertise in computer software such as G-Suite applications, Microsoft Word, Excel, FileMaker, Access, and email systems
  • M-Pathways experience
  • Knowledge of University policies and procedures.

 

Additional Information

Position Criteria:

  • Excellent written and oral communication skills
  • Excellent organizational skills with attention to detail
  • Excellent computing skills and experienced PC and Mac user
  • Excellent customer service skills
  • Excellent time management skills and ability to prioritize workload
  • Demonstrated ability to work in a diverse environment and sensitive to multicultural issues

Direct reports

Functional supervision of temporary undergraduate student staff (2 - 3)

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

Salary may vary depending on qualifications, experience, and education of the selected candidate.

Relocation will not be offered for this position.

#studentlife

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.