Administrative Assistant

4 weeks 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.

Summary

The Administrative Assistant is responsible for supporting the work of the University of Michigan, Detroit Center (75%) and Women in Science & Engineering (WISE) (25%) through providing support to the Director and staff including meeting scheduling, managing calendars, managing access to space and resources, ITS liaison and other related tasks. This role will require a person to have great problem-solving capabilities and will play a vital role in the establishment and maintenance of relationships on campus and in the city and execution.

The Administrative Assistant will serve as a lead for financial transaction processing by managing financial forms for the department, including P-Card reconciliations, travel reimbursements, and invoice payment. This includes constant communications with both accounts payable and accounts receivable regarding but not limited to statements of account reconciliation, purchase orders, non-PO vouchers, and other procurement issues.

Mission Statement

The mission of the University of Michigan is to serve the people of Michigan and the world through preeminence in creating, communicating, preserving and applying knowledge, art, and academic values, and in developing leaders and citizens who will challenge the present and enrich the future.

Responsibilities*

Comprehensive administrative support, including scheduling, managing reimbursements for travel and purchase card reconciliations, and making travel arrangements for the University of Michigan Detroit Center and Women in Science and Engineering (WISE).
  • Carry out all transactional tasks related to supply ordering, and distribution with the goal of cost containment and supply conservation.
  • Prepare, review and analyze financial reports.
  • Initiate payments/requisitions for services for outside vendors
  • Process travel expense entry, reimbursements, report review and reconciliation.
  • Provide executive administrative planning and organizational support to Center Directors for center activities, including meeting scheduling, calendar maintenance, minute-taking and document preparation and distribution, as well as overall planning and tracking of center administrative activities and needed actions to move Centers forward in strategic aims and goals.
  • Assist Directors in preparation of Annual budget and quarterly budget projections.
  • Assist Directors with the annual gap analysis and ongoing internal controls review and implementation.
  • Prepare ad hoc reports by collecting and analyzing information.
  • Support Directors and other administrative team members with various tasks including space survey, coordinating donations with Provost's and Development Offices, archiving business records, maintaining Institute policies and procedures manual, and other projects as needed.
Other Duties as Assigned

While the duties are priority for this position, all staff members are expected to be available to support the effective functioning of UMDC and WISE in other ways as needed.

Required Qualifications*
  • High school diploma or equivalent.
  • Proficiency with Microsoft Office Suite products, including working knowledge of Word, Excel, and PowerPoint. Proficiency with Google Collaboration tools (Gmail, Calendar, Google Drive, and other shared resources).
  • Excellent verbal and written communication skills, including spelling, grammar, and punctuation.
  • Demonstrated high-level interpersonal skills and strong customer service skills.
  • Ability to exercise initiative, independent judgment, diplomacy, confidentiality and possess a positive service-oriented attitude.
Desired Qualifications*
  • Working knowledge of applicable University policies and procedures.
  • Familiarity with higher education culture, reporting structure and decision-making.
  • Competency using M-Pathways or equivalent (i.e., PeopleSoft). Experience using Concur Travel and Expense system.
  • Excellent communication skills
  • Exceptional problem-solving skills
Work Locations

The University of Michigan Detroit Center is located inside Orchestra Place in Midtown Detroit. WISE is located inside the Undergraduate Science Building on Central Campus. The selected candidate will be expected to spend three to four days at the Detroit Office, One day in the WISE central campus office.

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 anytime after the minimum posting period has ended.

U-M EEO/AA Statement

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

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