Job Information
University of Michigan Administrative Specialist in Dearborn, Michigan
Administrative Specialist
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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
This position is responsible for providing administrative support in the department of Social Sciences in the College of Arts, Sciences and Letters (CASL). This position will report to the Business and Financial Operations Administrator in the CASL Dean?s office as well as complete tasks that are assigned by the Chair of the department. The successful candidates will get to enjoy a variety of work providing general administrative support, assist with course scheduling, LEO letters and review tracking, onboarding new faculty and staff, non-sponsored and sponsored financial transactions and expenditures, provide travel and expense support to faculty as needed. In this role, you will utilize college and campus resources to form internal and external partnerships. We are seeking self-motivated individuals with interests in higher education administration.
Responsibilities*
Under college supervision, responsible for advanced administrative support of designated department. Responsibilities will vary based on the CASL and department assignment. They may include but are not limited to:
Provide administrative, operational, and strategic support to the department chair.Tasks include, but are not limited to, composing correspondence, preparing documents, reports, and presentations, taking and disseminating meeting minutes, coordinating communications, answering questions and email inquiries, copying and collating materials, formatting and proofreading documents, managing electronic and hard copy filing systems, and collecting/tracking/reporting data/information as needed to support the productivity of the office.
Ensure the orderly operation of the department office with adherence to department, college and university policies and procedures related to financial, human resources and general administrative functions.
Work collaboratively with the Business and Financial Operations Administrator to identify opportunities to leverage efficiencies and improve support for faculty and staff.
Create a welcoming, organized, efficient and professional office environment, and serve as the front-line resource of information to faculty and staff, and internal and external constituencies whether in-person, on the phone or email.
Act as the single point-of-contact for the department.
Schedule meetings and conference calls exercising judgment to balance competing priorities and demands.
Anticipate needs regarding all upcoming meetings and activities and exercise initiative, discretion, and judgment as to priorities.
Organize, obtain, and prepare all relevant materials, agendas, and minutes to ensure leadership is properly informed and prepared, generate various reports and documents.
Work closely with the Chair with correspondence, coordination of faculty (tenure stream and LEO) reviews, and preparation of promotion and tenure case materials as well as prepare and process paperwork for personnel appointments, leaves of absence, sabbaticals, and faculty contracts.
Support department chair with course scheduling and facilitate course evaluation management and collections of syllabi and office hours. This includes tabulating raw data and scoring using SPSS to create comprehensive reports for P&T cases.
Prepare and/or submit journal entry request as needed.
Act as a resource to faculty and staff with compiling and completing travel and expense reports.
Support purchasing needs for the CASL and the department by creating/monitoring non-purchase order, P-Card and Market Site transactions, per U-M specifications.
Review and reconcile monthly financial activity, resolving issues, and reporting areas of concern to college supervisor.
Provide support for hosting, receptions, office meetings, and special events for CASL and the designated department. This may include but is not limited to: coordinating logistics for events/meetings (arranging space, food, A/V, and other equipment as needed), preparing agendas, taking and disseminating meeting minutes, coordinating communications, and monitoring budget.
Coordinate and supervise student assistant activities and facilitate flow of work.
Complete the department?s annual year-end space survey, budgets and annual reports.
Assigned specific projects and administrative tasks as needed.
Required Qualifications*
Seeking a self-motivated individual with interests in higher education administration who possesses the following skills:
At least 6 years? experience in administrative support or associate degree with at least 4 years of administrative experience or a bachelor?s with at least 2 years of administrative support experience.
Demonstrated high-level interpersonal skills and positive service-oriented attitude.
Ability to take initiative, solve problems, adapt to changes quickly, make independent judgements, and work effectively independently.
Excellent written and verbal communication skills.
High level of professionalism and adaptability.
Experience assisting in coordinating meetings and event planning.
Excellent organizational skills.
Proficiency in Microsoft Office Suite.
Ability to communicate effectively and work with different kinds of constituencies.
Ability to work both independently and as a part of a team.
Experience with prioritizing and handling multiple assignments and deadlines simultaneously when needed; ability to adjust to changing priorities and receive direction from multiple people.
Desired Qualifications*
Preferred bachelor?s degree in business, public administration, accounting, human resources management, or closely related field.
At least 2-3 years of higher education administrative department experience, i.e., administrative support experience in a U-M department or program.
Prior supervisory experience.
Knowledge of organization operations, organizational procedures, and personnel, as well as technical and business vocabulary.
Prior experience with processing financial transactions.
Familiarity with university travel/expense, and procurement policies and procedures is highly desired.
Experience with M-Pathways, Concur, and other U-M administrative systems such as Interfolio, Banner, Marketsite, and Chrome River.
Proficiency in the Google Suite.
Familiarity with and demonstrated engagement in efforts supporting diversity, equity, and inclusion.
Work Schedule
40 hours per week Monday through Friday 8:00am through 5:00pm hybrid (up to 2 remote days per week)
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 thework modes (https://hr.umich.edu/working-u-m/my-employment/ways-we-work-resource-center/ways-we-work-implementation-group/modes-work) .
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.
Job Detail
Job Opening ID
253975
Working Title
Administrative Specialist
Job Title
Administrative Specialist
Work Location
Dearborn Campus
Dearborn, MI
Modes of Work
Hybrid
Full/Part Time
Full-Time
Regular/Temporary
Regular
FLSA Status
Exempt
Organizational Group
Dbn Col Arts Sci Ltr
Department
Dbn Col of Arts, Sci & Letters
Posting Begin/End Date
9/03/2024 - 9/17/2024
Salary
$57,000.00 - $59,000.00
Career Interest
Administration
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