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

The William Monroe Trotter House officially opened its doors as a Black Student Cultural Center in 1971 and was named after publisher and civil-rights activist William Monroe Trotter. In 1981, the mission of the Trotter House was expanded to signal a focus on intersectional liberation and its name was changed to the William Monroe Trotter Multicultural Center. The Trotter Multicultural Center builds on its historical heritage of strengthening relationships and generating collective power that disrupts patterns of inequity, restores and celebrates cultural heritages, and cultivates racial healing within student experiences. In April 2019, the William Monroe Trotter Multicultural center moved into a new facility located in the center of campus, expanding programs, operations and reservable space for the U-M community.

Job Summary

The Administrative Coordinator will be responsible for a variety of tasks, including ensuring the Trotter Multicultural Center (TMC) runs smoothly and efficiently. This includes helping to plan events, manage the general operations of the center, and providing administrative support to staff. The Administrative Coordinator is responsible for the execution of community-building programs that expand the reach of the Center. This role will also support the mission of TMC with suggestions for program improvements.

The ideal candidate will have excellent organizational and communication skills and be comfortable working both independently and as part of a team. This individual should be passionate about building a strong and inclusive community, and should have prior experience working in a similar role.

The Trotter Multicultural Administrative Coordinator coordinates passive programming to support community-building and cultural heritage celebrations. Programs include weekly, biweekly, and monthly series, as well as collaborations with campus partners. In addition to assisting with managing Trotter reservations, this position will also support front desk operations, manage unit leadership calendars, and administer financial functions. As part of Trotter's professional staff team, this position will provide administrative support to ensure purchases and expenses are reconciled, reservations are made, travel arrangements are arranged, and reporting is maintained.

Responsibilities*

Program Management 55%

• Responsible for leading relationship-building and community engagement programs for TMC. This includes but is not limited to: On-going Community Engagement, Annual Historical Programming, Scholarship Programming, and managing the Creative Student Art Gallery:
• Serve as a TMC representative for orientation, parent /family, and alumni engagement events and other engagement opportunities.
• Develop and manage robust marketing and promotional plans for the programmatic offerings overseen.
• Coordinate and execute annual events and programs such as the William M.Trotter birthday celebration.
• Develop and manage submission process for students to submit artwork for the TMC art gallery; coordinate payment, printing, and cataloging of all artwork.
• Organize and support the maintenance, awarding, and distribution of donor funding, contributions, and scholarships managed by TMC.
• Keep abreast of university community, regional and state events and issues relative to TMC's involvement.
• Responsible for program evaluation based on data from internal assessments and provide recommendations for the improvements to TMC leadership.
• Provide guidance to student employees to properly execute annual TMC programs.

Administrative Support:  45%

• Maintain office files, systems, Google drives, email groups and online directories. Manage mail distribution,  and office supply inventory and ordering.
• Assist in the preparation of annual and ad hoc reports for programs directly managed to demonstrate Trotter Multicultural Center's work and impact.
• Recommend and leverage technology/software to help manage and streamline internal operations (i.e.Trello, Asana)
• Manage updates for TMC webpage and digital signage/display screens.
• Manage event coordination, scheduling, and travel for the Director and Associate Director; provide scheduling support to TMC staff as needed.
• Coordinate staff meetings, retreats (including scheduling, setting agendas, meeting minutes), and maintain staff shared calendar.
• Assist with the coordination and implementation of TMC reservation policies and procedures in partnership with the Operations and Engagement Manager and members of Conferences and Events Services.
• Support the maintenance of temporary employees' timekeeping and payroll.
• Process Concur reports and other financial transactions; reconcile P-card expenses, gathering required information and ensuring that receipts are in order and accounted for appropriately.
• Support front desk operations and students as needed, staff the information desk and respond to guest requests.
• Draft multi-source communications including memos and email, reports; handle mail merges; building signage; templates; and develop/distribute other correspondence as directed.
• Manage projects as assigned by, and on behalf of, the Director, either individually or as a member of task forces, working groups, or project teams; anticipate and track critical dates, events and organizational issues for follow up with appropriate parties to ensure deadlines are met and the Director is informed.
• Assist in the onboarding and offboarding of student and professional staff.
• Ensure a safe and clean environment including but not limited to calling in service requests and participating in set ups and spot cleaning as needed.

Required Qualifications*

• Associate's degree in a related field (e.g., Student Affairs, Higher Education, Sociology, Psychology, Social Work)
• 1-2 years experience providing programmatic support/coordination or developing programs, preferably programs that center cultural engagement and development
• 1-2 years experience providing administrative support to a team or organization
• Customer service experience

Desired Qualifications*

• Bachelor's degree in a related field
• 3 years experience providing administrative support to a team or organization.
• Demonstrated knowledge of University of Michigan organization, policies and procedures.
• Working experience with M-Pathways/Oracle and Business Objects.
• Experience coordinating the operations of an office dealing frequently with crisis management.
• Demonstrated ability to engage various culture groups and be responsive to the needs of a diverse community
• Ability to speak multiple languages

Additional Information

Position Criteria

• Demonstrated ability to provide superior customer service
• Experience working on a team in a collaborative environment
• Must be reliable, committed to high quality service, and able to meet deadlines in a fast paced environment
• Must have excellent judgment with a professional demeanor
• Superior organizational and prioritizing skills
• Proven analytical skills and follow-through; a high degree of creativity, initiative, resourcefulness, and the ability to anticipate needs
• Ability to manage and prioritize multiple projects at once
• Proven experience in information gathering/monitoring, organization and presentation
• A flexible, "can-do" attitude and a willingness to work successfully in a team environment
• Ability to promote the Trotter Multicultural Center's mission, vision, and core values
• Demonstrated ability to initiate projects and carry them through to completion as well as the flexibility to change focus and priorities quickly
• Experience handling confidential and sensitive information with a demonstrated ability to use sound judgment and diplomacy
• Friendly, professional, and welcoming demeanor; ability to listen and deal warmly and empathetically with a wide range of people including students, faculty and staff; must be able to work in a a fast-paced office environment with demonstrated ability to juggle and prioritize multiple, competing tasks and demands, under pressure and with interruptions
• Excellent oral and demonstrated written communication skills including strong proofing/editing skills; proven experience producing correspondence and documents
• Proficiency with up to date financial reporting and use of Microsoft Excel
• Proficient to Advanced knowledge of Google Suite, Zoom, and web-based work-flow and creation tools such as Asana, Slack, and Canva

Financial/Budgetary Responsibility

Financial responsibilities of the position include reconciling expenses and tracking multiple budget lines in support of the unit. 

Working conditions

• Must be flexible and able to adapt to change in a fast-moving work environment
• Ability to work a flexible schedule with variable weekday hours and some weekends required

Physical requirements

Ability to routinely transport items weighing up to twenty-five (25) pounds, twist and bend frequently, ascend and descend stairs and work in a static position for extended periods.

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.

Selected candidates whose start date is 4/1/23 or after, will not be eligible for the university salary/merit plan in 2023 unless otherwise notified.

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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.