Administrative Assistant Intermediate

1 day ago

Ann Arbor, United States C.S. Mott Children's Hospital Part time
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How to Apply

Job openings are posted for a minimum of seven calendar days. This job may be removed from posting boards and filled any time after the minimum posting period has ended.

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 experiences that directly relate to this position.

The School of Nursing seeks to recruit and retain a diverse workforce as a reflection of our commitment to serve the diverse people of Michigan, to fulfill the School's strategic plan, and to sustain the excellence of the School of Nursing.

To learn more about diversity, equity, and inclusion visit: http://nursing.umich.edu/diversity/dei-faculty-and-staff

Please visit http://www.nursing.umich.edu/ for more information about the School of Nursing.

Job Summary

The University of Michigan, School of Nursing (UMSN) is seeking an Administrative Assistant Intermediate who will support the Associate Dean of Faculty Affairs and Faculty Development including receiving and handling confidential and sensitive information to facilitate the efficient operation of the organization. You will perform a wide range of administrative and office support activities to assist the Associate Dean of Faculty Affairs and Faculty Development. Responsibilities will include, assisting with annual faculty orientation and faculty development programs; senior faculty search processes; assisting with the process and timelines for faculty promotion, and tenure and end-of-term reviews, track switches and providing staff support for annual forums for faculty on guidelines and processes.

This position is an excellent opportunity for an individual seeking to work closely with executive level leadership in support of facilitating efficient operations of faculty affairs and faculty development activities. We encourage all interested parties meeting requirements to apply.

Responsibilities*

  • Manage calendar, travel arrangements and logistics for the Associate Dean.
  • Assist with sending requests, recording responses and maintaining detailed tracking systems for internal and external reviewer requests related to promotion and tenure, end-of-term review and senior faculty searches. Assist with preparing external reviewer biographies for promotion and tenure reviews and senior faculty searches.
  • Schedule and coordinate meetings and appointments including all logistics (i.e., agendas, minutes, room scheduling, food orders, etc.) related to promotion and tenure, end-of-term review, faculty searches, mid-year and annual new faculty orientation, faculty affairs and faculty development.
  • Support search committees when recruiting faculty at the senior level by coordinating faculty visit logistics (i.e., tours, travel, itineraries, accommodations, facilitates visit from arrival to departure for incoming position candidates), and maintain an updated record of faculty STRIDE training.
  • Manage and update content on multiple Canvas sites; update Dropbox sites; create and distribute Qualtrics surveys.
  • Assisting with updating UMSN faculty awards (e.g., teaching, DAISY Foundation), including ordering plaques and awards for honors celebrations. Manage the selection committee for teaching awards.
  • Reconcile P-card expenses, gathering required information and ensuring that receipts are in order and accounted for appropriately.
  • Draft multi-source communications including memos and email, reports; handle mail merges; and develop/distribute other correspondence as directed.
  • Maintain confidentiality of human resource processes handled within the office.
  • Answer, screen and transfer inbound phone calls; handle administrative information and inquiries including coordinating communications, answering questions and email inquiries.
  • Maintain an encompassing, organized overview of university, school and department deadlines related to faculty affairs and faculty development.
  • Manage electronic and hard copy filing systems; retrieve documents from database filing systems, Internet sources, etc.

The above statements are intended to describe the general nature and level of work to be performed and are not an exhaustive list of all associated responsibilities.

Required Qualifications*

Education/Experience

  • A bachelor's degree is required.
  • A minimum of five (5) or more years of progressively responsible administrative experience in a fast-paced customer service oriented environment.
  • Excellent oral and demonstrated written communication skills including strong proofing/editing skills; proven experience producing correspondence and documents.
  • Demonstrated attention to detail, strong interpersonal skills, and organizational skills.
  • Advanced to Expert knowledge of Microsoft Office (including MS Word, Excel, Access, and PowerPoint) and other databases. Calendar-keeping software such as Outlook preferred. Experience with Qualtrics, Canvas and Box desired.
  • A high level of computer proficiency, specifically working with Excel/database programs.

Attributes

  • Must be reliable, committed to high quality service, and able to meet deadlines in a fast pace environment.
  • Must have excellent judgement with a professional demeanor.
  • Superior organizational and prioritizing skills are required.
  • Proven analytical skills and follow-through; a high degree of creativity, initiative, resourcefulness, and the ability to anticipate needs.
  • Proven experience in information gathering/monitoring and organization.
  • A flexible, ?can-do? attitude and a willingness to work successfully in a team environment.
  • Ability to maintain confidentiality.
  • Ability to promote the School of Nursing's Declaration of Values to Empower each other to interrupt or disrupt disrespect; Practice communication that is beneficial, kind and true; Inspire and be inspired by our members? worth, significance and integrity; Cultivate respect for ourselves and others routinely, publicly and privately.

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

Hours: 20 hours

Shift/Hours/Days: Due to this being a 50% position, work hours will be determined between the hours of 8:00 a.m. - 5:00 p.m., Monday through Friday. This position is hybrid.

Salary Range: Salary is commensurate with the qualifications and experience of the selected candidate. We encourage all interested parties to apply.

U-M EEO/AA Statement

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

Job Opening ID

258064

Working Title

Administrative Assistant Inter

Job Title

Administrative Assistant Inter

Work Location

Ann Arbor Campus

Ann Arbor, MI

Modes of Work

Hybrid

Full/Part Time

Part-Time

Regular/Temporary

Regular

FLSA Status

Nonexempt

Organizational Group

School Nursing

Department

School of Nursing

Posting Begin/End Date

12/18/2024 - 1/05/2025

Career Interest

Administration

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