Administrative Assistant Inter

How to Apply To be considered for this position, candidates must include a cover letter specifying their interest in and qualifications for this position. The cover letter should be the first page of your resume and uploaded as one document.

The salary range for this position is in the low $40,000 range.

Job Summary The Administrative Assistant for the Office of Undergraduate Admissions (OUA) is responsible for providing a multitude of office services. The individual in this role must be able to work independently in a rapidly changing environment while effectively addressing and managing significant competing priorities and duties, some of which are complex in nature. This position serves as the point person for many business and administrative services provided by the department, and works extensively with representatives from other units throughout the University.

Responsibilities* 25% Customer Service -- Serve as the receptionist for the OUA Director's suite. Exhibit friendly and professional demeanor in greeting guests, answering general questions regarding OUA and ensuring the conference room is clean and operational for all meetings. Serve as back-up to the executive administrative staff. Receive and respond to a wide variety of miscellaneous departmental requests.

25% Department Administration -- Serve as the primary contact for purchasing. Work closely with the Shared Serves Center (SSC) to submit and process a variety of payment types (purchase orders, non-POs, PCard transactions, etc.). Process cash receipts and bank deposits. Obtain and load SOA back up into eReconcile system. Respond to SSC inquiries. Serve as the department PCard Administrator and staff expert. Provide timekeeping/payroll back up to divisional HR Generalist.

25% Department Operations -- Responsible for inventory management of general office supplies. Place supply orders in a timely fashion. Maintain appropriate supply levels at multiple supply locations throughout department. Oversee maintenance of office equipment and printers. Research and provide input on new equipment as requested. Maintain the functionality of department copiers/printers. Manage toner and paper supplies. Possess the ability to assist employees with basic computer and system questions and issues. Track and oversee computer and equipment inventory. Manage employees' building access via the Ccure system. Manage fleet car transportation needs for recruitment staff while minimizing the costs and insuring needs are met. Work closely with UM Transportation and external vendors, when necessary, to secure rentals, obtain service on vehicles and pick-up/return scheduled rentals. Secure, issue and log travel devises (GPS, Hot Spots, etc). Insure confidential waste is routinely and properly destroyed. Work with internal and external vendors to insure operations run smoothly.

10% Publications Management -- Oversee publication receipt and manage the department's extensive publication inventory. Responsible for publications inventory management -- schedule, coordinate and receive deliveries; coordinate and execute the transfer of requested materials from storage sites -- both on and off campus locations.

10% Facilities -- Serve as the first point of contact for all office maintenance and work order requests. Work closely with UM Plant Department for all departmental maintenance requests. Plan, coordinate and execute internal staff moves and arrange for all necessary services to facilitate moves by coordinating with ITCOM (network/phone), Desktop Support, Moving and Trucking, etc. Provide assistance with the coordination of office space needs. Responsible for departmental building key process.

5% Miscellaneous -- supervise student employee hired to assist with supply and publication inventory. Other duties as assigned.

Required Qualifications* Some relevant college education required; degree preferred.

Two to four years of experience performing progressively difficult office duties/services is necessary.

Must have outstanding interpersonal skills and the ability to communicate effectively both verbally and in writing with internal and external customers.

Must be a self-starter with the ability to evaluate and resolve problems independently.

Selected candidate will possess good problem solving skills, be mechanically inclined and comfortable with technology.

Ability to flex schedule, at times without notice, to accommodate planned work, deliveries and building emergencies.

Ability to move and transport objects weighing up to 25 lbs. frequently.

Must have the ability to qualify to use a University vehicle, which generally means possessing a driver's license with less than 7 points.

Desired Qualifications* Bachelor's degree in a relatable field

Experience with MPathways Procurement, Financial and Payroll systems desirable.

Some supervisory experience preferred.

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