Administrative Assistant Inter

How to Apply

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.

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), Office of Undergraduate Studies is looking for an Administrative Assistant Intermediate to provide high-level administrative support to the Associate Dean for Undergraduate Studies and Director of Undergraduate Studies for our undergraduate program, requiring broad and comprehensive experience with and knowledge of organizational policies and procedures. You will perform tasks of a confidential nature, multi-task, and maintain a calm professional demeanor. 

This is a full-time, term-limited position for six months.

Responsibilities*

• Act as the single point of contact, proactively managing the Associate Dean's/Director's calendars (Outlook requires Advanced to Expert level); schedule highly complex meetings and conference calls exercising discretion and judgment 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 Associate Dean is properly informed and prepared, generate various reports and documents.
• Manage incoming calls, responding to requests as appropriate or taking messages as necessary; act with a high degree of professionalism, tact and diplomacy in matters of a highly sensitive and confidential nature, including interactions with all levels of internal and external stakeholders; respond in a timely manner to inquiries.  
• P-Card report processing (as needed) for the Association Dean and Director.
• Organize advanced planning for events and communications to students and faculty.
• Work with point person for student issues (schedule meetings, etc.).
• Provide administrative support as assigned for projects, such as curriculum, evaluation, and Undergraduate office activities.
• Assistance with presentations, agendas, and database management for Undergraduate offerings
• Initiate, compose, edit and type correspondence, reports (including ad-hoc reports), meeting minutes, and other documents as requested.
• Maintain timeline for CAFN process and annual faculty evaluations, including coordination of all logistics (correspondence, Canvas sites, tracking).
• CAFN meetings (Schedule, plan, set-up, clean-up) manage documents for and organize the new appointment (call for membership and re-appointment) processes.
• Maintain tracking systems including creating, maintaining and updating multiple electronic and paper filing systems; ensure that deadlines are met and materials are distributed and /or received on a timely basis.
• Assist with surveys, data, and reports as requested.
• Other duties as assigned.

Required Qualifications*

Education and Experience: 

• Bachelor's degree is preferred; or equivalent combination of education and experience is necessary. 
• A minimum of two (2) to three (3) years of progressively responsible, relevant work experience providing executive-level administrative support to a busy senior executive, preferably in a higher education setting.
• Demonstrated ability or experience in coordinating complex calendars, schedules, meetings, and travel itineraries is required.
• Experience creating and maintaining functional personal and office filing systems (both electronic and hard copy systems).
• Prior M-Pathways Procurement and Concur system experience beneficial. 
• Demonstrated experience at the advanced/expert level in the use of Microsoft Office products (Word, PowerPoint, Excel, and Outlook (with both email and calendaring)), and other types of databases.
• Candidate must have excellent 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

Attributes:

• Must be reliable, committed to high quality service, and able to meet deadlines in a fast-paced environment.
• Must have excellent judgment with a professional demeanor.
• Ability to make independent decisions free from immediate direction and within the scope of the position's responsibilities.
• A high degree of initiative, resourcefulness, and the ability to anticipate needs.
• Professionalism; outstanding attendance record and excellent work ethic.
• 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.
• 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.

Additional Information

Shift/Hours/Days: 8:00 a.m. - 5:00 p.m., Monday through Friday; may include some occasional weekend or evening hours. This position allows a hybrid work arrangement option. The candidate will be expected to be in the office for a minimum of 4 days/week and maintain flexibility for possible additional days onsite.

Salary Range: The salary range for this position is $43,000-$45,000 per year. The actual salary determined will be based on qualifications and experience of the selected candidate.

U-M EEO Statement

The University of Michigan is an equal employment opportunity employer.