Administrative Assistant Inter - Full-time / Part-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.

Please also include your current salary.

Job Summary

To provide highly responsible secretarial and administrative support to management in a major operation function or activity of the university; coordinate office services; and to perform routine administrative activities with limited authority to make commitments on behalf of a unit or section.

Responsibilities*

Financial (30%)

Reconcile Statements of Activity, P-Card Statements and Gross Pay Registers.

Initiate and process journal entries and financial transactions/documents including non-PO vouchers, cash receipts, Form-Gs and travel and hosting reports.

Review and code timesheets.

Maintain and reconcile detailed budget expenditures to inform management of irregularities on projections for unit projects.

Process requests for transportation services.

Assist in the preparation of budget proposals and year-end statements.

Provide background information for budget projections.

Logistics and Organization (30%)

Coordinate the use of facilities, services and equipment that support the work of the unit.

Create and maintain administrative files and databases.

Compile special and periodic reports including narratives, charts and graphs under direction of department management.

Order, maintain, and monitor office supplies and equipment.

Serve as a liaison to technical services.

Coordinate reservation process using EMS system and follow-up regarding all reservations

Maintain space to create a student friendly and accessible environment.

Human Resources (15%)

Supervise student building managers

Supervise Administrative Student Front Desk

Process temporary and regular payroll and personnel transactions.

Interview, hire, train, assign duties and evaluate student and temporary employees (1.5 FTE equivalent.)

Customer Service (15%)

Provide excellent, timely and sensitive customer service to all who come into contact with the office.

Screen and direct incoming telephone calls, mail and visitors.

Screen, prioritize or respond to correspondence as a representative of the administrator, or direct matters to appropriate individuals for action or follow-up.

Handle sensitive communications, information and data with sensitivity and confidentiality.

Communications (5%)

Assist with reports and data management.

Assist in the preparation of annual, periodic and ad hoc reports.

Maintain promotional brochures and informational resources available for students, faculty, staff and community members.

Policies and Procedures (5%)

Assist in development, implementation and interpretation of routine unit policies and processes.

Interpret and apply university, Student Life and unit policies and procedures.

Related Duties

Represent the unit on routine administrative matters, including the attendance of periodic meetings.

Required Qualifications* Bachelor's Degree

2 -- 4 years of secretarial or administrative experience

Some supervisory experience

Competencies

Thorough knowledge of the operation and application of automated office text and data processing systems and procedures.

Demonstrated ability to work effectively with individuals and groups from a variety of identities, cultures, backgrounds, ideologies, including personal and social orientations.

Desired Qualifications*

Reasonable knowledge of unit policies, procedures and regulations.

Reasonable knowledge of University policies, procedures and regulations

Excellent written and oral communication skills.

Strong administrative and organizational skills.

Strong interpersonal and creative problem-resolution skills.

Additional Information

Supervision Received

Direction and close supervision is received from the Director. Staff members in this position are expected to work independently and regularly exercise judgment in the setting of priorities and the application of policies, procedures, and methods.

Supervision Exercised

Work coordination is exercised over one to four temporary office staff members with responsibility to train staff and assign and check work. Also, the supervision of the student building managers.

U-M EEO/AA Statement The University of Michigan is an equal opportunity/affirmative action employer.