Administrative Assistant Assoc

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 cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position.

Who We Are

At Michigan Engineering, we develop the talent and technologies that move society forward and serve our state and national interests. Through discovery and innovation, we create the foundational knowledge and practical technologies to solve not only today's most pressing challenges, but also power industries and change lives. Our programs and community are designed to promote personal well-being and achievement - enabling everyone to unlock their potential and contribute with confidence.

Job Summary

The Department of Mechanical Engineering seeks an Administrative Assistant Associate to provide front office, operational, and event support for faculty, staff, students, and visitors. This on-site position serves as a welcoming first point of contact for the department and helps ensure the smooth day-to-day operation of the main office and shared department spaces. 

Responsibilities include greeting and assisting visitors, triaging phone and email inquiries, supporting mailroom and package notification processes, maintaining office supplies and equipment, assisting with conference room reservations, and providing logistical support for department events. The position may also assist with routine administrative tasks, purchasing and reimbursement support, and other duties as assigned. 

The successful candidate will be organized, dependable, customer-service oriented, and able to manage multiple tasks in a busy academic environment. This role requires attention to detail, effective communication, follow-through, and the ability to work collaboratively with faculty, staff, students, and guests. We seek a team member committed to fostering a diverse, equitable, and inclusive environment for all members of our community. 

Responsibilities*

1) Front Office, Mail/Shipping & Department Operations (40%) 

• Serve as the department's welcoming first point of contact by greeting visitors, responding to walk-ins, and directing faculty, staff, students, and guests to the appropriate resources. 

• Triage the department's shared communications, including phone and email inquiries, and route requests to the appropriate staff member or office. 

• Support daily mailroom and package processes, including receiving, tracking, sorting, and notifying recipients when items are available for pickup. 

• Manage conference room reservations and scheduling support, including approving routine requests, placing reservations, and assisting with alternate room options as needed. 

• Maintain office supply inventory and place routine supply orders as needed. 

• Monitor office equipment and shared department spaces; submit service requests and help ensure kitchens, coffee areas, and common spaces are stocked and functional.

• Maintain basic job aids, checklists, and documentation for front office and operational processes. 

• Provide back-up coverage during absences, peak periods, or as assigned to support department operations. 

• Route shipping requests to the appropriate University tools or contacts, such as ESHIP, and retain required documentation. 

• Facilitate specialized shipping needs, including hazardous material shipments or international shipping questions, to trained staff or appropriate University offices. 

   

   

2) Purchasing, Reimbursements & Administrative Transaction Support (30%) 

• Assist with routine department purchasing requests through Amazon, M-Marketsite, web vendors, purchase orders, and/or PCard, following established department and University procedures. 

• Maintain purchasing documentation, including receipts, order confirmations, packing slips, and other supporting materials needed for reconciliation and recordkeeping. 

• Update and track order status in department systems, including OPS, as assigned. 

• Assist with routine reimbursement requests by gathering documentation, communicating with requestors, and following up on missing information. 

• Assist with returns and RMAs by gathering documentation and coordinating with requestors and vendors as directed. 

• Coordinate with department staff, Accounts Payable, and the Shared Services Center as directed to help resolve routine invoice, payment, or documentation issues. 

• Provide support for PeoplePay, honoraria, or other routine payment processes as assigned and with guidance. 

3) Event, Visitor & Meeting Support (30%) 

• Provide logistical support for department seminars, meetings, events, and visitor hosting. 

• Assist with room reservations, catering/food orders, parking requests, transportation arrangements, and event supplies. 

• Help prepare and distribute event materials, announcements, itineraries, and related communications. 

• Provide day-of event support, including greeting guests, helping with room setup, supporting hybrid/Zoom logistics, and troubleshooting routine issues. 

• Assist with visitor hosting logistics, such as coordinating schedules, gathering travel details, and supporting reimbursement documentation. 

• Provide support for recurring department events and programs as assigned.

Required Qualifications*

• High school diploma or equivalent. 

• At least 1-2 years of administrative, office, customer service, or related experience, or an equivalent combination of education and experience. 

• Experience communicating verbally with a variety of individuals, such as faculty, staff, students, visitors, vendors, or other customers, to gather information, answer routine questions, and provide service-oriented support. 

• Experience communicating information clearly and professionally in writing, such as responding to email inquiries, preparing brief updates, sending event or meeting information, or documenting follow-up items. 

• Experience completing tasks that require accuracy and attention to detail, such as entering information into forms or systems, maintaining schedules, tracking requests, reviewing documentation, or organizing records. 

• Experience managing multiple routine tasks at the same time, such as responding to walk-ins or phone calls while monitoring email, processing requests, updating calendars, or supporting office operations. 

• Basic proficiency with common office tools such as email, calendars, word processing, spreadsheets, and shared documents. 

• Ability to work independently on routine tasks and seek guidance when needed.

• Ability to handle sensitive or confidential information appropriately. 

• Commitment to supporting a welcoming, inclusive, and service-oriented environment.

Desired Qualifications*

Experience working in a higher education, academic, or complex administrative environment. 

Familiarity with University of Michigan systems or processes, such as MPathways, M-Marketsite, or OPS etc. 

Experience providing reception, front office, or shared inbox support. 

Experience assisting with event logistics, room reservations, visitor support, or meeting coordination. 

Experience with routine purchasing, reimbursements, or financial documentation.

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.

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 are 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 any time after the minimum posting period has ended.

U-M EEO Statement

The University of Michigan is an Equal Opportunity Employer. We are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants, including protected veterans and individuals with disabilities.