Administrative Assistant Senior

Job Summary

The Office of Undergraduate Admissions (OUA) is looking for a senior administrative assistant to manage a blend of responsibilities including operational, procurement, facilities and HR support. Reporting to the Deputy Director, the ideal candidate will provide administrative support to the OUA senior leadership team, work independently and closely with others on various projects and tasks related to business services for the department. 

A high level of organizational skills, attention to detail, ability to prioritize tasks, and balance multiple projects simultaneously are critical to success. Capacity to exercise initiative, independent judgment, diplomacy, and confidentiality with a positive service-oriented attitude is also expected. This position is required to report to work in the office Monday through Friday.

Who We Are

The University of Michigan is a premier public research university with more than 52,850 students, including 34,454 undergraduates, and is firmly committed to serving the people of Michigan and the world through preeminence in creating, communicating, preserving and applying knowledge, art, and academic value. U-M is in high demand, with a record of 105,142 undergraduate first-year and transfer applicants in fall 2024 and 8,850 incoming undergraduate students enrolling.

Reporting to the Provost and Executive Vice President for Academic Affairs, the Office of Enrollment Management (OEM) manages U-M's enrollment function to efficiently optimize students' experiences throughout their engagement, from prospect to alumni. The division collaborates with campus partners, faculty, and staff in support of the university's mission.

OEM comprises a dedicated team of more than 200 full-time staff members and up to 400 additional student and temporary staff and is structured in five operational units - the Office of Undergraduate Admissions, the Office of Financial Aid, the Office of New Student Programs, the Office of the Registrar, and OEM Administration. OEM strives to provide excellence in access and support to inspiring learners who will challenge the present and enrich the future.

Responsibilities*

40% Administrative Office Support

• Serves as front desk associate to OUA administrative suite; provides direct customer service, greeting guests and answering general questions. Answers office suite telephone, screens calls and forwards as appropriate.
• Provides administrative support to senior leadership team members. Schedules meetings, maintains, monitors and updates calendars. Serves as backup to Executive Secretary for the AVP/Executive Director of Undergraduate Admissions.
• Coordinates monthly department-wide staff meetings; partners with leadership to distribute agendas and refreshments.
• Manages office supply inventory and maintains office equipment (printers, copiers, etc.). Initiates tasks to resolve maintenance issues.
• Supports the processing of admissions applications as needed.
• Supervises student employees who assist with supplies and publications inventory.
• Reviews, handles and distributes incoming and outgoing mail.
• Other duties as assigned.

40% Department Operations, Financial Support and Procurement

• Serves as Department PCard Administrator; requests cards for new hires, temporary increases for staff, and card cancellations for staff separations. 
• Assists with booking travel and reconciliation of expenses.
• Partners with OEM Business Administration on expense reconciliation and financial report distribution for Assistant Directors.
• Partners with Shared Services Center to process all purchase orders, vouchers and invoices received within OUA.
• Prepares and executes journal entries as required, and manages departmental orders through MMarketsite.
• Handles all deposits including cash and checks for OUA.  
• Manages admissions publications inventory to include storage, stocking, and deliveries between the office and the storage facility.  Partners with Schools/Colleges and OEM Marketing Communications as needed. 
• Manages fleet car transportation needs for recruitment staff while minimizing costs and ensuring needs are met. Works closely with UM Transportation and external vendors to secure rentals, obtains service on vehicles and pick-up/return scheduled rentals. 
• Administers moving vehicle record check renewals in collaboration with OEM HR to ensure continued access to fleet vehicles.

10% Facilities Support

• Manages OUA conference room operations, calendars and scheduling.
• Manages access control to the Student Activities Building (SAB) for OUA purposes, regularly updating door codes and monitoring building entry.
• Coordinates office maintenance by submitting requests to UM Facilities to maintain a professional and functional workspace.
• In collaboration with OEM Business Administration, provides assistance with coordination of office space projects and needs.

10% HR Support

• Assists with new employee on/offboarding steps for department hires including but not limited to Zoom phones, business cards, directories, key requests, etc. 
• In collaboration with OEM HR, assists with temporary and student employee offboarding - processes temporary employee termination transactions and requests access removal.
• May support search processes and interviews as needed.

Required Qualifications*

• Bachelor's degree or equivalent combination of education and experience.
• Four years of progressively responsible experience providing administrative support.
• Demonstrated ability to work as an effective member of an office team, interacting professionally with student employees and staff.
• Proven proficiency with Microsoft Office products and the Google Suite, with a strong interest and aptitude for learning new computer applications.
• Proven proficiency with managing electronic calendars, and ability to schedule and operate video conferencing tools including Zoom and Google Meet.
• Ability to prioritize and organize a varied workload with strong attention to detail.
• Ability to meet deadlines in a timely manner while demonstrating flexibility when priorities and deadlines change.

Desired Qualifications*

• Experience with MPathways/Oracle HR, Procurement and Financial systems.
• Previous experience working in an academic or student services environment.
• Some supervisory experience.

Modes of Work

This position is required to work onsite (in office) daily. Positions that are eligible for hybrid or mobile/remote work mode are at the discretion of the hiring department. Learn more about the work modes.

Additional Information

Benefits at the University of 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

U-M EEO Statement

The University of Michigan is an equal employment opportunity employer.