Administrative Assistant Inter

1 month ago

Ann Arbor, Michigan, United States University of Michigan Health System Full time
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.

Responsibilities*

Meeting Support

Assist with scheduling meetings (ie. staff meetings, etc), including doodle polls, calendar invites and zoom links

Prepare agendas and handouts for meetings (except for Executive Committee)

Take notes and prepare meeting minutes (except for Executive Committee)

Place catering orders for meetings

Receive catering deliveries, setup, cleanup and provide support for meetings

Handle A/V for meetings

Secure venue for off-site meetings

Submit SOA Reconciliation eForms for catered meetings

Make LH room reservations for and internal and external UM departments

Event Support

Provide in-person hands-on support for IRWG events and the annual SOAR Symposium, including help with set-up and clean-up, printing name tags, staffing registration tables, meeting caterers, monitoring Zoom chat, working with A/V technology, etc

(Physical requirement:

must be able to lift 20 lbs and carry/move furniture and equipment)

Submit SOA Reconciliation eForms for event catering

Make travel arrangements, including flights, rail, lodging, ground transportation, and itineraries for IRWG Guests/Keynote Speakers

Provide A/V support for Lane Hall conference rooms, such as submitting help tickets to LSA Technology Services, and training guests and other staff on Lane Hall A/V equipment

Communications Support

Assist with IRWG website content updates

Assist with email marketing management, such as adding new email subscribers and proofreading regular email newsletters

Maintain a running list of IRWG affiliate media mentions

Assist with updating the Lane Hall digital sign (FourWinds) as requested

General Office Support

Administrative

Monitor IRWG's email and phone, greet visitors, process mail

Maintain UPS CampusShip Account

Supervise and delegate tasks to work study students with general office duties

Create and maintain M-Community email groups

Update and maintain the IAP

Maintain department files and records

Manage department permissions for IRWG shared drive, calendars, and dropbox

Make travel arrangements for staff, students, postdocs, faculty and affiliates for UM meetings

Process conference registrations, memberships and subscriptions

Create Qualtrics surveys and Google forms (SOAR/IRWG)

Monitor and order office supplies and snacks; maintain supply cabinets/closets

Handle shredding and recycling of cartridges, batteries, phones, e-waste, etc

Monitor and program email addresses into the IRWG copier

Maintain office space photo directory for IRWG Lane Hall occupants

Prepare offices for visiting scholars, guests and affiliates

Unlock doors, manage room reservations for IRWG-sponsored projects and other visitors (e.g., Ni Una Mas)

Assist with department projects securing information, counting, tracking and entering data in various spreadsheets and reports

Facilities

Manage the distribution and collection of keys to those occupying office space in Lane Hall (with the exception of IRWG Master and Building Master keys)

Submit key work order requests and key requisitions

Submit plant work order requests for building and maintenance problems

Schedule/coordinate property disposition pickups and moving & trucking

Open and/or close Lane Hall

ITS-Info Tech

Submit Xerox Service/Supply Requests for IRWG copiers/printers

Maintain and submit MPrint requests for IRWG faculty, staff and students

Submit SRS Requests for zoom phones (voicemail/deactivate/name changes etc)

Assist staff, guests, visitors, and students with IT issues, including troubleshooting printing problems and submitting help tickets to MiWorkspace.

Required Qualifications*

Bachelor's degree or equivalent combination of education and experience.

Several years of secretarial experience, including management of appointments/calendars.

Experience with Microsoft Word for Windows, Access, Excel, Google docs, Google sheets, Google drive, Qualtrics, Doodle, and email communications.

Excellent written and verbal communication skills.

Excellent interpersonal and organizational skills.

Attention to detail and dependability are essential.

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.

U-M EEO/AA Statement

The University of Michigan is an equal opportunity/affirmative action employer.

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