How to Apply
A cover letter, attached as the first page of your resume, describing how your experience meets the job requirements of this posting, is required for consideration of this position.
The School of Nursing seeks to recruit and retain a diverse workforce. Please visit http://www.nursing.umich.edu/ for more information about the school.
Job Summary
The University of Michigan, School of Nursing (UMSN) is seeking an Administrative Assistant Intermediate who will provide high-level administrative support to the Assistant Dean for Strategic Education and Assistant Dean for Community Culture. This position requires broad and comprehensive experience including the ability to perform a variety of administrative activities, and the skill and knowledge to implement and follow organizational policies and procedures. This person will perform duties of a sensitive and confidential nature that require discretion and independent judgment and decision-making skills; the ability to work under pressure in a complex environment, multi-task and maintain a calm professional demeanor; as well as manage the administrative support function.
Supervision is received from the Assistant Dean for Strategic Education and Assistant Dean for Community Culture.
Responsibilities*
Administrative Support:
* Provide a full range of administrative and secretarial support for Assistant Dean for Strategic Education and Assistant Dean for Community Culture. Perform general reception duties that include creating a welcoming, organized, efficient and professional office environment, and serving as the front-line resource of information to faculty, students, staff, and campus and community collaborators whether in person, virtually, on the phone or email.
*Provide administrative/secretarial support for overall general office tasks, to include: composing correspondence, preparing documents, reports, and presentations, taking and disseminating meeting minutes, registering travel, coordinating communications, answering questions and email inquiries, providing telephone support, creating brochures and fliers (print and electronic versions), copying and collating materials, formatting and proofreading documents, managing electronic and hard copy filing systems including creation, and collecting/reporting data/information as needed to support the productivity of the office.
*Monitor and update the website, Canvas, social media, and other web-based resources. Utilize tools such as Zoom, Canvas, Qualtrics, Dropbox, IRB applications and other web-based platforms to support meetings, survey development, data collection, file management, and collaboration across offices and initiatives.
*Duties will also include providing staff support for hosting committees and working groups, student organizations, trainings, meetings, special events, completing travel arrangements for Assistant Dean for Strategic Education and Assistant Dean for Community Culture, providing travel support including air (domestic and international) (e.g., arrange air transportation, lodging, assemble necessary trip folders, materials and supplies as well as prepare detailed itineraries for each trip, brief the Assistant Dean for Strategic Education and Assistant Dean for Community Culture on all details prior to the trip, complete written and online meeting registrations, arranging for transportation from airport, etc.), and support for initiatives and programs in partnership with other School of Nursing, University and community offices and entities.
Calendar Management:
*Act as the single point-of-contact, proactively managing the Assistant Dean for Strategic Education and Assistant Dean for Community Culture?s calendars and calendaring for Strategic Education and Community Culture activities; schedule highly complex meetings and conference calls exercising discretion and judgement to balance competing priorities and demands; anticipate needs in regard to all upcoming meetings and activities and exercise initiative, discretion and judgment as to priorities; organize, obtain, and prepare all relevant materials, agendas and minutes to ensure the Assistant Dean for Strategic Education and Assistant Dean for Community Culture are properly informed and prepared, generate various reports and documents.
Basic Financial Tasks/Purchasing:
*Complete and monitor purchasing needs, and monitor budget for the Assistant Dean for Strategic Education and Assistant Dean for Community Culture.
*Assist with travel and business expense reporting, as requested for travel and business associated with the functions of the Assistant Dean for Strategic Education and Assistant Dean for Community Culture.
Other Duties as Assigned:
The above statements are intended to describe the general nature and level of work to be performed and are not an exhaustive list of all associated responsibilities.
Required Qualifications*
*Bachelor's degree is preferred; or equivalent combination of education and experience is necessary.
*A minimum of five (5) or more years of progressively responsible relevant work experience providing high-level administrative support to a busy senior executive (preferably in higher education).
*Strong knowledge of issues related to financial management.
*Proven ability or experience in coordinating complex calendars, schedules, meetings, and travel itineraries is required.
*Candidate must have excellent teamwork and superior oral and written communication skills, with the ability to receive and convey information clearly and concisely for various mediums. Must have very strong interpersonal and organizational skills, and the ability to work effectively with diverse groups.
*Demonstrated ability to set priorities and balance multiple projects with high-level accuracy in a deadline driven, fast-pace environment while providing high quality customer service.
*Experience with Zoom or other virtual meeting platforms
*High level of proficiency with information technology applications including spreadsheets, website software, presentation software, and word processing.
*Expertise in all Microsoft Suite software, Adobe Acrobat, Google applications, and demonstrated motivation to find and use new software to enhance our projects.
Attributes:
*Must be reliable, committed to high quality service, and able to meet deadlines in a fast-pace environment.
*Must have excellent judgment with a professional demeanor.
*Ability to make independent decisions free from immediate direction and within the scope of the positions responsibilities.
*A high degree of initiative, resourcefulness, and the ability to anticipate needs.
*Comfortable and familiar using various forms of technology ? multi-line phone system, photocopier, wireless, conference phones, laptops, projectors, etc.
*Professionalism; outstanding attendance record and excellent work ethic.
*Experience creating and maintaining functional personal and office filing systems (both electronic and hard copy systems).
*Experience reconciling PCards on M-Pathways (Concur) preferred and/or the ability to learn.
*Must have a flexible, can-do attitude and a willingness to work successfully in a team environment.
*Excellent analytical and independent problem-solving skills required.
*Ability and willingness to serve diverse populations.
*Prior M-Pathways Procurement and Concur system experience beneficial.
*Working knowledge of applicable University policies and procedures is preferred.
*Proven ability to maintain the strictest level of confidentiality and use excellent judgment on a variety of sensitive subjects.
*Ability to promote the School of Nursing's Declaration of Values to Empower each other to interrupt or disrupt disrespect; Practice communication that is beneficial, kind and true; Inspire and be inspired by our members? worth, significance and integrity; Cultivate respect for ourselves and others routinely, publicly and privately.
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.
Application Deadline
Job openings are posted for a minimum of seven calendar days. This job may be removed from posting boards and filled any time after the minimum posting period has ended.
U-M EEO Statement
The University of Michigan is an equal employment opportunity employer.