How to Apply
A cover letter is required for consideration for this position and should be attached as the first page of your resume. The letter should address your:
- Specific interest in this position, and;
- Skills and experience which directly relate to this position
Note: In order for the career portal system to accept the cover letter, please include this as the first page of your resume document, so that you are submitting only ONE combined document. This combined document will be reviewed to assess how you meet the stated qualifications, including your written communication skills.
Job Summary
The School of Kinesiology invites well-qualified applicants for an Administrative Assistant Intermediate position. In this role, your primary function is to provide suite reception and to support the school's Movement Science (MVS) and Applied Exercise Science (AES) program faculty, the Program Chairs, and the Program Administrator with the daily administration of activities. You will be responsible for delivering a high level of service to all employee, student, and visiting populations.
Who We Are
The School of Kinesiology is one of the fastest-growing schools at the University of Michigan-Ann Arbor. We have three undergraduate majors, five graduate degree programs, two doctoral programs, and 28 research labs and centers. We are proud to occupy the fully renovated Kraus Building, a 221,600 gross square foot space adjacent to the Diag. It is an exciting time to be in the School of Kinesiology; read more about us here.
Why Work at Michigan?
In addition to a career filled with purpose and opportunity, The University of Michigan offers a comprehensive benefits package to help you stay well, protect yourself and your family and plan for a secure future. Benefits include:
- Generous time off
- A retirement plan that provides two-for-one matching contributions with immediate vesting
- Many choices for comprehensive health insurance
- Life insurance
- Long-term disability coverage
- Flexible spending accounts for healthcare and dependent care expenses
- Maternity and parental leave
- University commitment to providing reasonable accommodations to individuals with disabilities
Responsibilities*
(EF) = Essential Function
Purchasing (40%)
- Purchase research and instructional lab supplies through Marketsite by creating purchase orders in MPathways and as needed on a University PCard. Ensure all orders meet grant requirements, are performed within University guidelines, and that all the proper approvals within the School of Kinesiology and the University are met. (E)
- Create/activate suppliers.
- Assist MVS and AES faculty and lab staff in the process of completing KER forms and with issues in the Wolverine Access purchasing programs. (E)
- In collaboration with the Assistant Director of Research and Instructional Lab Operations, work with University buyers on purchasing requests over $10,000. (E)
- Continue to follow-up with the buyer during the process to make sure that the faculty member's order is fulfilled as quickly as possible. (E)
Travel reimbursements/Emburse Enterprise (30%)
- Submit expenses on PCard through Emburse Enterprise on a monthly basis. (E)
- Train new MVS and AES faculty/lab staff on Emburse Enterprise expense program, and provide ongoing support. Ensure that the appropriate Financial Specialist is listed as the approver in their profile. (E)
- Act as a delegate for Emburse Enterprise expense reports for MVS and AES faculty & staff as needed. In addition, assist faculty and lab staff with issues in the Emburse Enterprise program. (E)
- Prepare travel reimbursements for individuals related to the MVS and AES programs who are not in the Emburse Enterprise system (post docs, students without a university position and guests). Handle processing of wire transfers as needed. (E)
- Assist MVS and AES faculty with guest's travel (airfare, taxis, etc.) (E)
Reception (10%)*
- Serve as the first point of contact for the suite, providing continuous, in-person coverage of the suite reception desk. (E)
- Provide friendly, professional, and supportive reception to all visitors, students, faculty, and staff entering the suite. (E)
- Provide information, directions, and answers to inquiries. (E)
- Distribute mail and packages for designated areas and set up mailboxes for faculty/staff/students residing in this area. (E)
- Maintain office supplies, copier(s) and other business equipment in designated area. (E)
- Schedule 3rd floor room requests.
Faculty instructional support (10%)
- Assist with the organization of MVS and AES course materials (make copies for exams and provide assistance as needed.) (E)
- Inspect classrooms in designated areas prior to classes on a weekly basis for adequate supplies and properly functioning AV equipment. (E)
Other (10%)
- Events team support; attend monthly meetings and provide assistance as assigned.
- Provide back-up coverage to other school administrative assistants as needed.
- Prepare checks related to visa sponsorship when requested by SoK HR.
- Stock kitchen supplies and order as needed.
- Other duties as assigned.
*NOTE: The approximate % of time spent on reception responsibilities as outlined above is separate from the full-time requirement of this position to provide in-person coverage of the reception desk.
SUPERVISION OF OTHERS:
May supervise student temporary employees responsible for maintaining office supplies, checking classrooms and providing assistance to faculty members with copying and projects. Also responsible for setting schedules and approving timesheets of these students.
Required Qualifications*
- 2+ years of related administrative support experience
- Bachelor's degree and/or equivalent combination of education and experience
- High degree of technical skills - solid working knowledge of Google Workspace, MS Word, Excel, Adobe Acrobat, and Zoom
- Proven success with contributing to a positive workplace culture, and ability to consistently demonstrate our school's core values
REQUIRED COMPETENCIES
- Demonstrated success in building positive and effective relationships and partnerships with all levels and populations of employees
- Ability to work independently, set priorities, multitask, and meet multiple deadlines
- Exceptional organizational skills with the ability to anticipate problems and take appropriate initiative
- Proven ability to manage time, assignments, and projects effectively, including consistent follow-up to keep stakeholders informed about progress
- Proven record of attention to detail and accuracy, with a low rate of errors
- Outstanding oral, written, and interpersonal communication skills
- Demonstrated competence in writing and editing documentation for diverse audiences
- Skilled in developing and delivering multi-mode communications that convey a clear understanding of the unique needs of different stakeholders
- Experience setting priorities and adapting successfully as priorities shift
- Demonstrated ability to handle sensitive employee and business information with utmost confidentiality
- Ability to work under pressure in a complex environment and maintain a calm and professional demeanor
Modes of Work
Positions that are eligible for hybrid or mobile/remote work mode are at the discretion of the hiring department. Work agreements are reviewed annually at a minimum and are subject to change at any time, and for any reason, throughout the course of employment. Learn more about the work modes.
Additional Information
The general salary range for this position is $47,000 - $53,000. An offer may be extended outside of this range based on equity, experience, knowledge, and skills for the position. You are encouraged to discuss salary questions to honor understanding and transparency throughout the recruiting process. Benefits are included with this position.
In-Person Work Schedule: Monday through Friday, 8:00am-4:30pm; there will be program meetings that will require earlier arrivals (as early as 7:00am) and later departures (as late as 5:30pm). This is a full-time position with work taking place on-site at the School of Kinesiology, 830 N. University, Ann Arbor, MI.
Physical Demands/Work Environment
- The person in this position will need to routinely communicate with faculty and staff about policies, procedures and programs
- The person in this position will frequently remain stationary during an entire shift and/or frequently need to move through the building and occasionally across campus to attend meetings/events and access files or information
Background Screening
The University of Michigan conducts background checks on all job candidates upon acceptance of a contingent offer and may use a third-party administrator to conduct background checks. Background checks will be performed in compliance with the Fair Credit Reporting Act.
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 Statement
The University of Michigan is an equal employment opportunity employer.