Administrative Assistant TEMP

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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 provides high level administrative and operational support to the Vice Chancellor for Enrollment Management and the Enrollment Management leadership team. This role coordinates complex workflows across finance, communications, events, and daily operations in a fast-paced environment. The role is trusted with sensitive institutional information, and the candidate must exercise professional judgement and discretion. The position reports directly to the Vice Chancellor for Enrollment Management.

Responsibilities*

Administrative and Executive Support

• Provide advanced administrative support to the Vice Chancellor for Enrollment Management
• Manage complex calendars, scheduling priorities, and meeting coordination across internal and external stakeholders
• Prepare meeting agendas, materials, and summaries, and track follow up actions to ensure completion
• Respond to phone calls, email communications, and visitors, resolving routine and moderately complex inquiries
• Support preparation of reports, presentations, and materials aligned with leadership priorities

Financial and Operational Support

• Process and track financial transactions including contracts, purchasing, reimbursements, and expense reports
• Utilize university systems such as Emburse, GAP, and related platforms to ensure accurate and timely processing
• Coordinate with Shared Services and other units to resolve transaction issues and maintain compliance
• Maintain organized financial records and documentation

Event and Project Coordination

• Coordinate divisional events, including logistics, scheduling, vendor coordination, and communications
• Support large scale Enrollment Management events and initiatives
• Assist with project coordination and follow up activities to ensure timely execution
• Ensure events and projects align with divisional goals and expectations

Communications and Information Management

• Draft, edit, and format communications, documents, and reports
• Maintain and update website content and internal communication platforms
• Support consistent messaging and information flow across the division
• Assist in preparing materials for internal and external audiences

Human Resources and Confidential Processes

• Support HR related processes including PAR transactions, onboarding coordination, and payroll support
• Assist with time reporting and personnel documentation
• Handle highly sensitive and confidential information related to personnel, financial operations, and executive communications with discretion and sound judgment
• Exercise independent judgment in determining appropriate handling, distribution, and escalation of confidential information
• Coordinate with HR and other administrative units as needed

Additional Duties

• Coordinate travel arrangements including transportation, lodging, and conference registration
• Support office operations including supply management, space coordination, and workflow organization
• Participate in divisional initiatives, committees, and special assignments
• Perform other duties as assigned

Required Qualifications*

• High school diploma or equivalent required. Bachelor?s degree preferred.
• 4 or more years of progressively responsible administrative support experience
• Experience supporting leadership in a professional environment
• Demonstrated experience managing multiple priorities and deadlines
• Demonstrated ability to handle sensitive and confidential information with professionalism, discretion, and sound judgment in a complex organizational environment

Skills and Abilities

• Strong organizational skills and attention to detail
• Ability to manage multiple assignments in a fast paced environment
• Strong written and verbal communication skills
• Professionalism and discretion when handling sensitive information
• Ability to work independently and as part of a team
• Strong interpersonal and customer service skills

Technical Skills

• Proficiency in Microsoft Office Suite
• Proficiency with Google tools
• Experience with administrative systems such as Emburse, PeopleSoft, Banner, or similar platforms
• Ability to learn new systems and processes quickly

Modes of Work

Hybrid:

The work requirements allow both onsite and offsite work and an employee has an expected recurring onsite presence. On occasion, the employee may be required and must be available to work onsite more frequently if necessitated by unit leadership or their designee and/or the job requirements.

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 here.

Additional Information

This is a temporary, hourly position.The position requires the ability to travel to various locations to conduct work, attend meetings, and support events. The role may require occasional lifting and movement of materials up to 20 pounds. Must be able to perform all of the essential functions of the job with or without reasonable accommodations.

Application Deadline

Job openings are posted for a minimum of three calendar days. The review and selection process may begin as early as the fourth 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.