Administrative Assistant Inter

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How to Apply

A cover letter is required for consideration for this position and must be attached as the first page of your resume. Save the cover letter and resume as a single PDF for upload. The cover letter should address your specific interest in the position and outline the skills and experience that directly relate to this position.

Who We Are

The Women in Science and Engineering Residence Program (WISE RP) is a residential living-learning program in the College of Literature, Science, and the Arts. WISE RP's mission is to assist gender minoritized students interested in majoring in or pursuing a career in one of the STEM fields in their transition from high school to college. The WISE RP links students with resources and opportunities that will support their academic and personal pursuits, assist students' holistic development, while creating enriching cultural and educational opportunities to engage within and across differences. Each cohort of the WISE RP is composed of approximately 100-105 first-year students, 20-25 second-year students serving as peer mentors to the first-year students, and 4 resident advisors who live and learn together as they navigate their STEM journeys. The WISE RP strives to ensure community members leave the experience with increased self-efficacy, enhanced leadership skills, and a greater sense of how they hope to make an impact on their respective fields of study.

Job Summary

The Administrative Assistant for the WISE RP is primarily responsible for supporting and assisting with the actualization of all initiatives that allow the program to fulfill its mission. The Administrative Assistant of the WISE RP is an essential member of the leadership team composed of the program director, associate director, academic project and events coordinator, graduate assistant, and graduate student instructor, and serves as the first line of engagement and support to the students in the program. The environment is student facing/centered, fast-paced, and requires on-the-spot problem-solving along with well-developed organization and communication skills. This position reports to the Director of the WISE RP and is full time/in person with potential for a hybrid work schedule (e.g., 4 in person/1 remote). Some weekend and evening work is required.

Responsibilities*

40% Administrative

• Provide primary administrative and clerical support for the WISE RP. Perform day-to-day office duties, including answering the phone, responding to email inquiries and general program correspondence, and maintenance of program spaces & supplies.
• Manage all phone, email, and mail correspondence, responding independently or routing as appropriate.
• Manage calendars, including scheduling meetings and resolving conflicts.
• In coordination with LSA HR, assist in the processing of temporary and work study student employment and timekeeping.
• Attend required meetings with internal and external collaborators, including WISE RP leadership team, Mosher-Jordan building team, and the Michigan Learning Community group.
• Represent WISE RP at various on- and off-campus events and meetings.
• Develop and maintain program MCommunity groups, program calendars, program internal databases, and program documents.
• Prepare information for reports, conferences, and meetings as requested.
• Prepare and distribute stewardship acknowledgments to donors
• Coordination of solicitation logistics and communication with LSA Advancement.
• Created databases for tracking WISE RP student, administrative, alumni, and donor data
• Other duties as assigned.

20% Financial Responsibilities

• Maintain and reconcile detailed budgets and provide regular (monthly and quarterly) updates, in partnership with the LSA Financial Analyst and the Shared Services Center.
• Maintain, use, and reconcile a Purchase Card in accordance with procurement policies.
• Track all department expenses, scholarships and gifts, handle financial reconciliation, and make approved purchases
• Make approved purchases and maintain records in LSA's Online Purchasing System (OPS).
• Work with the LSA Financial Analyst and the Shared Services Center, assisting with annual budget, quarterly review, monthly reconciliation responses, and ad hoc questions from various LSA staff and WISE RP students.
• Monitor expenditures and complete approved purchases in accordance with all university guidelines and procedures.
• Process transportation requests for guests and program activities in compliance with procurement policies, ensuring cost-effectiveness, safety, and adherence to guidelines for staff, student staff, and alumni guests.
• Working with the Shared Services Center, submit travel expense reports, monthly Concur and P-Card statements, and non-P.O. vouchers.
• Partner with LSA UGED Events and Communications to purchase branded merchandise.

15% Event Support

• Provide logistical support for hosting events, meetings, and retreats, including coordinating use of facilities, services, equipment, supplies, and refreshments.
• Assist with event logistics, preparation, and post-event wrap-up
• Procure supplies and refreshments for events and meetings ranging from 6 to 150 guests.
• Partner with vendors for special events, including catering, activities, etc

10% Student Support

• Create a welcoming student-centered office environment within the residence hall.
• Work with student leaders on program events and logistics
• Monitor student compliance with program requirements.
• Correspond with students via email, Slack, Google Calendar, and EmailOctopus in partnership with WISE RP Leadership Team
• Support the Director and Associate Director in preparation and communication with student leaders, and in planning for academic year programs.
• Coordinate temporary hires, including logistics and onboarding support

10% Instructional Support

• Coordinate support for faculty administrative and instructional needs, including technology, for classes and logistical support for trips, co-curricular programs, and guest speakers.
• Coordinate classroom space and reservations.
• Coordinate student enrollment issues with LSA Curriculum Support.
• Track and maintain Passport to Success each semester in partnership with the Associate Director

5% Recruitment and Admissions

• Assist in student recruitment, including coordinating digital correspondence with students and families, and occasionally attending recruitment events.
• Organize and review applications for admission to the WISE RP, and coordinate results with the Associate Director and Michigan Housing.
• Respond to inquiries from students and families related to program requirements, benefits, and admissions.

Required Qualifications*

• High school diploma or equivalent and at least 2-4 years previous administrative support experience, preferably in an academic setting; college degree strongly preferred.
• Proficient with Google Suite and Microsoft Office Suite (Word, Excel, PowerPoint), .
• Excellent interpersonal skills, including a positive, flexible, and customer service attitude
• Demonstrated ability to work both independently and cooperatively in a team-oriented work environment
• Proven organizational skills and attention to detail, and an ability to exercise discretion with sensitive and confidential information is critical.
• Demonstrated ability to set priorities, exercise initiative, work simultaneously on numerous projects, and meet/negotiate deadlines.
• Must be able to work in a fast-paced environment and adapt quickly to change.
• Some weekend and evening work is required.

Desired Qualifications*

• Associate's or Bachelor's Degree
• Experience working with diverse college students, preferably in a student support role and/or previous learning community experience
• Ability to manage multiple, competing priorities and tasks simultaneously
• Knowledge of and familiarity with UM and LSA operations and systems, including M-Pathways; financial tools; EmailOctopus; Qualtrics; MCommunity and policies.

Why Work at Michigan?

Being part of something greater, of serving a larger mission of discovery and care - that's the heart of what drives people to work at Michigan. In some way, great or small, every person here helps to advance this world-class institution. It's adding a purpose to your profession. Work at Michigan and become a victor for the greater good.

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

The salary range is $42,025 to $52,530, please note a higher salary may be offered based on equity and the select candidate's experience.

As one of the world's great liberal arts colleges, LSA pushes the boundaries of what is understood about the human experience and the natural world, and we foster the next generation of rigorous and empathetic thinkers, creators, and contributors to the state of Michigan, the nation, and the world.

To learn more about LSA's Mission, Vision and Values, please visit https://lsa.umich.edu/lsa/about/vision-mission-values.html.

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.