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.
Job Summary
The Administrative Assistant will provide support to the Assistant Dean for Undergraduate Education and Student Affairs. This role will provide executive support by managing a complex schedule, tracking action items and projects, and providing stakeholder support. They will also support the overall administrative needs of the office and work closely with other staff on projects, including college-wide events, policy communications, large meetings, and more. The successful candidate will be able to prioritize and organize complex projects and situations involving sensitive information with discretion. Ideal candidates will thrive in a mission-driven environment that centers on student success.
The units of the Office of the Assistant Dean for Undergraduate Education and Student Affairs currently include the Office of Student Academic Affairs, the Newnan Academic Advising Center, the Center for Global and Intercultural Study, and the Science Learning Center. These growing units play a critical role in the undergraduate educational mission and student success initiatives within the College of Literature, Science, and the Arts (LSA) at the University of Michigan. As the undergraduate heart of one of the nation's premier public research universities, the College offers a vast array of opportunities for learning and research both within the traditional disciplines and in interdisciplinary programs, along with a range of resources that perennially attract the strongest students and faculty. The College offers more than 100 degree programs in over 75 academic departments and programs.
Responsibilities*
Administrative Support for the Office of the Assistant Dean and related units (70%)
- Provide holistic administrative and organizational support, including complex calendar management, scheduling with campus stakeholders, space reservations, and coordination of priorities. Create meeting agendas as needed, prepare materials aligned with meeting objectives, document minutes, and track follow-up actions to ensure timely completion and accountability.
- Serve as the first point of contact for the office, providing administrative support, greeting and hosting visitors, and managing email and phone communications. Resolve routine and complex inquiries from students, faculty, and staff and respond or route to the appropriate unit.
- Coordinate travel arrangements for relevant staff, including air and car travel reservations, hotel accommodations, meals, and conference registration.
- As a member of the Advising and Student Academic Affairs administrative team, assist other team members and provide backup coverage for other administrative staff positions as needed, and as time permits
- Coordinate with LSA Facilities and Operations for facilities needs and projects within the office suite.
- Coordinate employee onboarding and offboarding.
- Process authorized financial transactions and reconcile expense reports, including P-cards and reimbursements. Maintain accurate budget records related to professional development, hosting, students, and staff programming etc.
- Coordinate purchasing for office programs, workshops, and activities, including general office supplies and branded promotional items
- Provide additional administrative support for unit staff as needed.
- Coordinate search committee processes for searches in portfolio units.
Administrative Support for college-wide advising, student affairs, and related initiatives (20%)
- Coordinate quarterly meetings of LSA Associate Chairs/Directors of Undergraduate Studies
- Event planning and support for the annual Terrence McDonald Advising Academy and All LSA academic advising gatherings
- Plan annual staff engagement meetings and events
- Logistical support for the LSA Dean's Undergraduate Advisor Council
- Lead the annual development of the LSA Instructional handbook
- Assist with initiatives, policy implementations, and communications with campus stakeholders.
- Represent the Office of the Assistant Dean on various college and Undergraduate Education division administrative committees.
- Provide support for other student engagement programs run through the Newnan Academic Advising Center and the Office of Student Academic Affairs
Administrative Support for Advising Systems Access and Compliance (10%)
- Assist with assigning access, troubleshooting issues, addressing concerns, and providing training to staff on systems as needed
- Grant and remove access to the advising appointment system/advising file, and OARS access for Newnan and SAA staff
- Management of office technology inventory.
- Support minor website updates
- Ensure user compliance with FERPA training requirements
- Work with the Coordinator of LSA Student Success Technology to implement access control policies as set by governance
SUPERVISION RECEIVED
General supervision is received from the Assistant Dean of Undergraduate Education and Student Affairs. Projects may be delegated to the Directors, Student Academic Affairs and/or Newnan Academic Advising Center from which collaborative guidance may be received.
Required Qualifications*
- Bachelor's degree or an equivalent combination of education and experience
- Demonstrated proficiency in providing administrative support to a manager/executive
- Excellent interpersonal, written, and oral communication skills
- Self-motivated, highly dependable worker with the ability to efficiently and effectively multitask, prioritize, and problem-solve
- Customer service experience and demonstrated ability to interact professionally with a diverse group of staff, faculty, and students
- Demonstrated ability to handle sensitive and confidential situations that require demonstrated poise, tact, confidentiality, and diplomacy
- Proficiency in computer applications, including spreadsheets, word processing, and database software, including Google Suite (email and complex calendaring systems) and Microsoft Office
Desired Qualifications*
- Experience working in a higher education setting
- Access, compliance, and user training within software applications
- Ability to skillfully manage multiple competing priorities
- High-level initiative and forward-planning skills
- Experience updating websites and familiarity with web content software
- Familiarity with higher education student services and/or academic policies and procedures
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 employment opportunity employer.