Summary
This position provides reception duties and general office assistance to the Dean's Suite. In addition, this position will provide exceptional customer service to faculty, staff, students, alumni, and visitors.
Responsibilities*
Reception / Office Management
- Management of Dean's Suite reception area
- Receive, sort, and distribute the US, campus, and express mail for the entire Dean's Suite.
- Manage and prioritize work requests.
- Maintain organizational systems for electronic files, paper files, databases, etc.
- Respond to and follow-up on inquiries from other departments, campus community and the general public in a timely manner.
- Assist with ordering and maintenance of appropriate office and kitchen supplies.
- Place service calls, as necessary, for office equipment and general office maintenance.
Administrative Support
- Provide support to the Dean's Suite administrative team as well as providing appropriate coverage during absences.
- Assist with verbal and written communications including composing, typing, formatting, editing, proof-reading and revising using correct grammar, punctuation and spelling.
- Prepare monthly p-card reconciliation and/or travel expense reports.
- Work as part of a support staff team to provide exceptional customer service and serve as a resource of information to faculty, staff, students, alumni, and visitors.
Conference Rooms / Meetings / Events
- Oversee the scheduling and use of up to four conference rooms by monitoring the rooms' calendars
- Coordinate special room arrangements and equipment needs
- Place catering orders as needed
- Provide troubleshooting assistance with conference room equipment and communicate deficiencies to Ross IT
- Provide general oversight of conference rooms (e.g. appearance, supply inventory).
Customer Service
- Serve as the central telephone contact for the Dean's Office by triaging calls from faculty, students, parents, staff, alumni, donors, and the public. This requires familiarity with student issues, as well as an up-to-date knowledge of University activities/policies.
- Greet visitors (faculty, students, parents, staff, alumni, donors, and the public), determine needs, and provide directional assistance.
Assist with special projects and other duties as assigned.
Required Qualifications*
- A commitment to diversity, equity, and inclusion
- Treat others with respect, dignity and understanding
- High school diploma or equivalent is required.
- 1-3 years previous administrative support experience, preferably in an academic setting.
- Outstanding customer service, interpersonal and communication skills are essential.
- Ability to multi-task, organize workload and exercise discretion with sensitive and confidential information is critical.
- Demonstrated accuracy, attention to detail, professional presence/demeanor is essential.
- Positive customer service-oriented attitude, flexibility and the ability to work both independently and as a team member are critical.
- Must have excellent judgment; ability to function productively in an ever-changing, high-stress, fast-paced environment with numerous interruptions.
- Must be able to set priorities, exercise initiative, work simultaneously on numerous projects and meet/negotiate deadlines (sometimes last minute deadlines) on a daily basis.
- Expert knowledge of Google Suite products.
- Experience with Canva, Zoom, Microsoft Office, etc.
Additional Information
Assignment Duration: Ideally 5/6/24-7/26/24, 40 hours a week M-F 8am-5pm.
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.