a2ru Program Assistant

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Who We Are

About a2ru

The Alliance for the Arts in Research Universities (a2ru) is a unit at the University of Michigan within the Vice Provost of Engaged Learning office. Founded in 2012 and headquartered at U-M, a2ru is a global organization of more than 35 higher education institutional partners, as well as individual members and cross-sector partners focused on integrating the arts in research, teaching, and practice for culture change, innovation, sustainability of the planet and wellbeing. a2ru conducts its work through convenings, working groups, publications, research, partnerships, and communities of practice. For more information, visit a2ru.org.

Job Summary

The Alliance for the Arts in Research Universities (a2ru) is seeking a Program Assistant to provide administrative and operational support.

The candidate should be able to exercise initiative and independent judgment, follow-through, and diplomacy with a service-oriented attitude while providing special attention to detail and dynamic prioritization in a timely and efficient manner.

This position is to support the unit in financial tracking, budgeting support, reporting; tracking memberships and membership benefits for the network, member billing, invoicing, and reconciling. This position also involves issuing payments and grants.

The program assistant will support the operation of the unit in a dynamic collaborative team environment including a2ru staff and external partners; a key part to enabling the unit to function smoothly and support senior staff. The coordinator will maintain a database of members and contacts in collaboration with a program coordinator. This position reports directly to the Executive Director.

The program assistant should show strong communication, collaboration, and problem-solving skills; possessing a strong proactive and positive demeanor to help a2ru staff, partners, and members serve the network through the organization's mission.

Responsibilities*

Financial support (80%)

• Reconciliation of department finances, monthly expense and income tracking through the university statement of accounts system and reconciliation with systems such as Business Objects and Mreports; and daily credit card reconciliation; support for internal controls and compliance tracking reporting
• Reporting any discrepancies to the supervisor and executing recommended steps to resolve discrepancies
• Support for budgeting for the unit and supporting the Executive Director and central office staff in quarterly and yearly budget processes
• Execute Member billing and all invoicing through the university's Shared Services Center (SSC) and track and automate memberships and benefits in database, generating renewal notices
• Upkeep of the unit's internal unit budget tracking expenses in major categories for staff for projects and grants
• Support for financial reporting/budgeting to VPEL and advisory boards
• Payment of student grants and awards and other honorifics; tracking and payment to contractors
• Routing agreements and contracts through university procurement

Administrative Support (20%)

• Coordination of executive and advisory committees; working groups
• Support with website updates, particularly with job list
• Support for virtual convenings
• Update and maintain contacts database and generate reports
• Other duties as assigned

Required Qualifications*

• Bachelor's degree and 3-5 years of progressively responsible finance tracking/accounting and administrative experience, or equivalent professional experience. Highly organized, attentive to detail and accuracy, and strong record-keeping skills are essential
• Demonstrated ability to present ideas to increase efficiency
• Excellent verbal, written and interpersonal skills with a strong customer service focus and demonstrated commitment to creating a positive work environment
• Demonstrated ability to successfully interact with various management levels and department staff internal and external to the University
• Demonstrated ability to accurately follow directions, as well as proven initiative to gather information and resources needed to assure assignments are completed in a thorough and timely manner
• Demonstrated ability to work in a team environment as well as independently, set priorities, multi-task, handle multiple assignments and deadlines, and display excellent judgment while operating in a flexible and professional manner
• Strong proficiency in a technological workplace, including MS and Google applications (Word, Excel, PowerPoint, Google Forms, Docs, Qualtrics, etc.)
• Demonstrated ability to learn, train, and adopt to university-wide tracking and compliance systems
• Demonstrated ability to take initiative and tolerate a moderate degree of ambiguity while still working collaboratively as part of a team
• Ability to quickly learn new computer and university systems for accessing data, creating necessary reports, using CRM and other communication and teleconferencing systems, such as Zoom
• Advanced data management skills, including strong skills in creating and maintaining complex spreadsheets
• Ability and interest to learn aspects of research administration, including effort and expense reporting, expenditure, and compliance standards

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. 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.