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Administrative Assistant Senior to the Professional Development and Engagement Team
University of Michigan in Ann Arbor, Michigan
 
 
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Date Posted 09/21/2021
Category
Admin-Secretary and Administrative Assistants
Employment Type
Application Deadline Open until filled
 
 
 
 
 

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How to Apply

A cover letter is required for consideration for this position and must be attached as the first page of your resume.  The letter should address your specific interest in and outline skills and experience that directly relate to this position.  Applicants who do not meet these requirements will not be considered.


Job Summary

The Rackham Graduate School seeks an Administrative Assistant Senior to serve as a member of and provide complex administrative support to the Professional Development and Engagement team. The Administrative Assistant provides high-level administrative support to the Director, Academic Program Managers, Events Managers, and Academic Program Specialists. This position will be responsible for providing comprehensive professional and administrative support and requires strong administrative skills, broad knowledge of organizational policies and procedures, and the ability to multitask and prioritize.  The Administrative Assistant performs duties of a sensitive and confidential nature that require discretion, independent judgement, and decision-making skills.  The professional in this position must be detail-oriented and demonstrate sound organizational and communication skills.

Because we are committed to diversity, we aspire to develop and nurture the individual and collective skills to recognize, celebrate, and deploy difference as a path to engagement, innovation, and the generation of new ideas and knowledge.

PLEASE NOTE: This is a 3 year term-limited position.


Responsibilities*

Job responsibilities include but are not limited to:

Provide assistance on financial-related tasks for the Professional Development and Engagement team: Schedule and attend monthly team budget meetings with Rackham Fellowships and Finance to review budget, expenses, and revenues, working closely to stay aware of changes to MPathways Financials processes and new procedures as they arise. Process reimbursements for travel-related expenses (airfare, lodging, mileage, per-diem, registrations, etc.) for team members. Submit payments and reimbursements for program participants (e.g., UM employees, non-UM professionals, organizations, students). Maintain various finance-related procedure documents and communicate with team members about best practices for budgeting and finances. Reconcile monthly PCard activity, including Director’s PCard activity. Set up payment contracts and speaker agreements as requested. Run reports of credit card payments for workshops requiring payment.

Provide administrative support for postdoc initiatives: Oversee the postdoc certificate completion process and accompanying data on a weekly basis, reviewing weekly updates of postdocs scheduled to complete their traineeship. Contact postdoc mentors and/or administrators to confirm successful completion of training. Create, prepare, mail and oversee the completion certificate process, serving as point of contact for any certificate related inquiries. Support UM Postdoctoral Association (UMPDA) treasurer with finance-related questions and budget reimbursements. Manage monthly payment of UMPDA MailChimp account. Act as Concur approver for UMPDA Postdoc Conference Award and UMPDA Postdoc Professional Development Award and submit for final approval to Rackham Fellowships and Finance for disbursement. Review documentation for UMPDA Outstanding Postdoctoral Fellow Award competition and submit to Fellowships and Finance for disbursement. Maintain postdoc email list for newsletter and other postdoc communication needs.

Provide assistance for professional development and engagement programming: Assist traveling presenters with travel arrangements and creating itineraries, utilizing the Concur Travel and Expense system. Assist with Fall Welcome and welcome week events, including coordinating staff volunteers and work assignments. Submit requests for website updates to program information working closely with the Rackham Communications team. Maintain overall program participation data. Maintain multiple M-Community email groups. Maintain current contact information for student participants, internship site contacts, and alumni, updated annually. Prepare materials as needed for programs. Maintain overall procedure documents and annual task lists for major programs. Annually assist with travel, registration, and reimbursements for any students participating in programs that require travel. Maintain information about past program guest speakers to populate and update our mentor spreadsheet. Maintain Rackham MCommunity lists for affinity groups and forward appropriate community events as appropriate.

Scheduling and calendar management: Provide complex calendar management for the Director, including scheduling standing one-on-one meetings, team meetings and retreats, committee and steering team meetings, large group convenings, interviews for job candidates, etc. Work with Administrative Assistants across Rackham, particularly in the Dean’s Office, to schedule internal meetings with Deans and Directors. Work with external unit administrators to coordinate meetings with campus partners.

Student staff administrative support: Support hiring, work scheduling and onboarding of student staff.  Work with Rackham HR to manage job posting for student temps, work study and GSSA openings.  Schedule interviews and process hires in coordination with Rackham HR. Assist with onboarding student staff, organize and allocate student workspaces, coordinate with Rackham Facilities for student staff building/suite access, manage student employee access to appropriate email lists and calendars, and share student work schedules with the team.

General administrative duties: Order needed supplies, including office supplies, event supplies and snacks, swag, books, and specialty items. Schedule conference travel for team members as requested. Register team members for conferences and renew organizational memberships. Assist with registration, way-finding, and set-up/clean-up as needed at large team events that require additional staffing. Serve on Rackham committees and special projects as interested or appropriate. Maintain departmental files and create efficiencies in information management and storage.


Required Qualifications*

Associate’s degree or equivalent combination of education and experience with 2-4 years of experience in an academic setting supporting staff and students. Demonstrated ability to support senior-level administrators with broad responsibilities in a complex organization. Excellent planning, organizational and work coordination skills are necessary, including a positive, flexible, responsive service-oriented attitude, and the ability to manage a large and diverse workload with excellent attention to detail and the ability to prioritize and meet deadlines in a timely manner. Must be able to take direction from multiple individuals and have proven ability to prioritize tasks with conflicting deadlines. Demonstrated customer service attitude and experience and excellent interpersonal communication skills are essential, including the capacity to build collegial relationships with students, faculty and staff within the Graduate School and across the University. Ability to work with a wide range of people who represent our diverse and multicultural society. Excellent communication skills, including cross cultural oral and written communication skills. Ability to write grammatically correct, accurate, and effective memos, reports, spreadsheets and presentations. Demonstrated accuracy, attention to detail, professional demeanor and presentation are necessary. Ability to respond with appropriate urgency to situations that arise and solve problems proactively and efficiently. Advanced knowledge of and demonstrated proficiency with Windows operating systems, MS Office products (MS Word and Excel) and the Google Suite, including Gmail, Google calendar, Docs, Spreadsheets, Forms, etc. On occasion move/transport, install, and remove meeting and event supplies and equipment throughout the building and across campus to other locations. Ability to maintain confidentiality, exercise discretion, and handle people with diplomacy under stressful situations and in matters of a sensitive and confidential nature. Knowledge of and strong personal commitment to shared teamwork, continuous business process improvement, and professional development. Understanding and value of diversity and the importance of inclusion as demonstrated through a commitment to apply and incorporate the differences, complexities, and opportunities that diversity brings to an organization.


Desired Qualifications*

Bachelor’s degree or equivalent combination of education and experience. Administrative support experience in a University of Michigan department or program. Work experience in a Rackham graduate program. Experience supporting programs specific to graduate education and the graduate student experience. Advanced knowledge of and demonstrated proficiency with the M-Pathways Financial and Student Administration, and the Concur Travel and Expense system. Familiarity with and ability to communicate University and Rackham policies, procedures, and programs, particularly as they relate to graduate students.


Application Deadline

Job openings are posted for a minimum of seven calendar days.  This job may be removed from posting boards and filled any time 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 are now required for all University of Michigan students, faculty and staff across all three campuses, including Michigan Medicine, by the start of the fall term on August 30, 2021.  This includes those working or learning remotely.  More information on this policy is available on the Campus Blueprint website or the U-M Dearborn and U-M Flint websites.


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