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

Department Summary

University Unions Overview (http://uunions.umich.edu)

University Unions is a self-funded auxiliary enterprise which serves the campus through its three historic unions (Michigan Union, Michigan League, Pierpont Commons), academic meeting and dining facility (Palmer Commons), Center for Campus Involvement (over 1,400 student organizations and hundreds of programs), and works in close partnership with Conferences & Event Services and Michigan Dining to provide services, programs, spaces and student involvement opportunities that serve as catalyst for connection and learning which cultivates community and belonging at the University of Michigan and beyond. Total budget volume for University Unions approximates $20 million. University Unions directly employs over 50 regular staff and 250 student staff.

Job Summary

The position provides administrative support to University Unions and facility support to Pierpont Commons. This position will coordinate complex projects, processes, calendaring and event details, and management of internal controls in coordination with the University Unions leadership team. This position supports Pierpont Commons operations, providing high quality customer service, responding to building inquiries and problems, and providing functional supervision of 15 Student Building Managers. Reporting to the Pierpont Commons Manager, this position assists in managing the Mcard operation on North Campus.

Responsibilities*

Administrative Support (40%)

• Provide complex calendar management; maximizing efficient use of University Unions leadership’s time; anticipate needs and challenges; working cross-functionally; exercise independence, initiative, discretion, and judgement to analyze and prioritize complicated schedules; respond to frequent scheduling changes; screen the purpose of meeting requests; provide timely and accurate information about meeting participants, meeting purposes, and supporting materials.
• Coordinate the effective scheduling of complex meetings and retreats, including scheduling, creating agendas, and documenting minutes and follow up items, which may require coordination across the University community.
• Coordinate onsite/offsite/virtual University Unions meetings/events/conference travel including reserving locations, developing and disseminating communications, arranging catering and technical needs, managing travel arrangements, and hosting plans for invited guests.
• Review incoming email, mail, phone and miscellaneous correspondence to determine priority, possible elevation or redirection, and distribution.
• Initiate, compose and edit correspondence with a high degree of confidentiality and discretion.
• Assist University Unions’ leadership with managing intricate processes, projects, and internal controls (e.g., manuals, presentations, spreadsheets, data analytics, reporting, donor thank you letters, documentation of required compliance staff training, assist with staff searches).
• Serve as the central telephone contact for the University Unions and Pierpont Commons.
• Maintain current knowledge of University policies and standard practice guides.  

Facilities Support (40%)

• Serve as Manager on Duty as needed, responding to building and facility inquiries and problems.
• Provide functional supervision of Pierpont Commons 15 Student Building Managers, in absence of Pierpont Commons Manager.
• Support Pierpont Commons operations, including inspection of building facilities, furniture, and equipment to determine maintenance and repair needs.
• Provide high quality customer service to faculty, staff and students, assisting with audio visual equipment, meeting room setup, and other general building inquiries.
• Provide and prepare materials, equipment, supplies, and information needed for meetings; schedule rooms, set up/clean up, arrange video conferencing, any other necessary equipment; greet visitors, take minutes and follow-up with attendees as needed.
• Work closely with campus partners (e.g., Student Life Facilities, Wolverine Services, building tenants, North Campus academic schools and colleges). 
• Control building door access through CCURE & building key access through key watcher system.

Financial Management (15%)

• Assist Pierpont Commons Manager in the Mcard station operation, including preparing financial reports, organizing supplies and processes, and training the 15 Student Building Managers to operate the Mcard services.
• Assist Pierpont Commons Manager to ensure compliance with cash handling procedures and other financial processes.
• Partner with Treasury on Mcard station operations.
• Support University Unions leadership team with budget reconciliation and other reports as needed.
• Prepare orders and inventory management of consumable office supplies.

Other (5%)

• Additional duties commensurate with role.

Required Qualifications*

• High school diploma or equivalent
• Minimum of 4 years of administrative experience coordinating complex projects
• Minimum of 2 years of facility operations experience

Desired Qualifications*

• Associate’s or Bachelor’s degree
• Minimum of 5 years of experience with facility operations and coordinating complex projects
• Proficient in computer software with an interest in continual learning (e.g., Microsoft Suite, Google products, teleconferencing software)
• Proficient in audio/visual equipment and software for meetings and events to meet customer needs with an interest in continual learning (e.g., Crestron)
• Knowledge of University of Michigan policies and procedures
• An understanding of and commitment to the college union philosophy in higher education

Additional Information

Position Criteria:

• Ability to multitask, organize workload, attention to detail, and exercise discretion with sensitive and confidential information
• Excellent judgment; ability to function productively in an ever-changing, fast-paced environment with numerous interruptions
• Ability to work independently with a variety of confidential and highly-sensitive functions and make good decisions that reflect University policies, procedures and philosophies
• Highly effective written and verbal communicator, including being approachable to internal and external customers
• Outstanding customer service and flexibility to meet diverse audience needs
• Commitment to fostering a diverse, equitable, and inclusive environment
• Ability to work collaboratively across a complex university structure

Financial/Budgetary Responsibility

Follow all department and University financial policies and procedures, ensuring appropriate revenue and expenditures as budgeted.

Working conditions

This position is 40 hours per week.  Monday through Friday  8am-5pm with occasional evenings and weekend on call responsibilities.

Physical requirements

Move and transport 50 pounds.

Direct reports

No direct reports. Functional supervision only of 15 Student Building Managers in Pierpont Commons.

This role may have reporting obligations under Title IX and Clery.

Authorization to work in the U.S. is a precondition of employment and applicants for this position will not be sponsored for work visas.  

Salary may vary depending on qualifications, experience, and education of the selected candidate.

Relocation will not be offered for this position.

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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.

U-M COVID-19 Vaccination Policy

COVID-19 vaccinations, including one booster when eligible, are required for all University of Michigan students, faculty and staff across all campuses, including Michigan Medicine.  This includes those working remotely and temporary workers.   More information on this new policy is available on the U-M Health Response website or the UM-Dearborn and UM-Flint websites.