Dean's Office Senior Administrative Assistant - Ann Arbor, United States - University of Michigan

Description

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.

Summary

The Rackham Graduate School's mission is to partner with University of Michigan graduate faculty and programs to advance excellence in graduate education, to cultivate a vibrant and diverse student community, and to impact the public good through the scholarship and discoveries of its students and degree recipients. To assist the Rackham Graduate School Dean and Dean's leadership group in delivering on this mission, the Dean's Office Team carries out the programmatic and administrative coordination of academic and research initiatives, programs, and projects, and provides highly responsible and complex administrative support for the Dean's group. The Dean's Office Team seeks a senior administrative assistant to serve as a collaborative team member aiming to contribute and further School's mission and team goals.

Because we are committed to diversity, equity, inclusion and accessibility 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 two (2) year term-limited position with the potential to turn into a permanent position based on performance, available funding, and department needs.

Rackham is currently offering hybrid work schedules to staff, requiring 2-3 days per week on-site with the remaining time being remote.

To learn more about the Rackham Graduate School visit

Why Work at Michigan?

Being part of something greater, of serving a larger mission of discovery and care _ that's the heart of what drives people to work at Michigan. In some way, great or small, every person here helps to advance this world-class institution. It's adding a purpose to your profession. Work at Michigan and become a victor for the greater good.

In addition to a career filled with purpose and opportunity, The University of Michigan offers a comprehensive benefits package to help you stay well, protect yourself and your family and plan for a secure future. Benefits include:

Responsibilities*

Job responsibilities include but are not limited to:

Reporting to the Dean's Office Program Officer, you will provide administrative support for two (2) Assistant Deans, and serve as a collaborative Dean's Office Team member providing general administrative and financial support and coordination.

Assistant Deans Administrative Support

Full maintenance and responsibility for the two Assistant Dean's calendars to effectively manage their schedules (exercising discretion and judgment as to priorities and effective use of assistant dean's time); resolve scheduling requests and conflicts with urgency while collaboratively working with other team and Rackham staff to resolve calendaring requests.

Adhering to the highest standard to uphold University travel and expense, financial and stewardship policies make travel arrangements and process expense reimbursements for two Assistant Deans utilizing the Shared Services Center and partnering with Rackham Finance and Fellowships to maintain detailed University P-Card records, reconciling activity in a timely manner, informing supervisor of irregularities.

Manage, coordinate and apply University financial and operational policies and procedures when supporting and processing project expenses and expenses for student organizations as well as interpret, monitor, and analyze information to ensure compliance on event functions and funding, and successful partnership with external stakeholders.

Assist in planning and coordinating meetings, and events, including coordinating room, audio-visual equipment, and catering reservations; schedule and support

Zoom/GoogleMeet for remote meetings and events; set up and tear down events as necessary.

Serve as a member of the Rackham cross-departmental Bouchet team to provide administrative support for the Rackham Bouchet Graduate Honor Society.

Effectively anticipate, plan and track administrative priorities, and proactively seek and implement ways to make tasks more efficient and effective. Create and maintain follow-up systems.

General Administrative and Financial Duties

Track, manage and order supplies, and work closely with other Dean's Office Team staff to place necessary orders.

As a member of the Dean's Office Team provide information, directions, and answers to inquiries, make referrals, and respond to concerns from students, faculty, staff, and outside agencies using reference guides and independent judgment to interpret routine processes within the Graduate School and University (e.g. answer softphone, take messages, forward calls and address emails (i.e. via HelpSpot).

Greet and assist Dean's Office visitors, and support team's daily activity as issues arise around, i.e. the multifunction printer, Dean's Conference Room, etc.

Maintain departmental files and create efficiencies in information management and storage such as maintaining a record of shared mailbox accounts and its members and owners, updating and maintaining Dean's Office Team procedural instructions; closely working with other Dean's Office Team staff to meet, plan and coordinate coverage, shared projects, and policies.

Provide back up calendar support for Sr. Administrative Director and Associate Deans, and administrative support around travel arrangements, software purchases, and gift cards.

Provide assistance and staffing for Dean's Office programming: Partner and assist on administrative and event planning support for the DO Event Planner, and Assistant to the Dean with the administration of the DO's Events. Duties include, as needed and appropriate: making room reservations and catering orders, setting up Sessions, coordinating A/V needs, supporting Zoom virtual meetings, event set up and tear down, coordinating student front desk work assignments, preparing materials as needed for programs. Assist traveling presenters and students participating in programs that require travel with travel arrangements, coordinating reimbursements for travel-related expenses, and creating itineraries.

Stay aware of changes to MPathways, Chrome River, and Shared Services Center financial processes and new procedures as they arise.

Process reimbursements for travel-related expenses for Associate Deans, students and guests.

Coordinate a scholar's group travel, scholar stipends, conference registration, reimbursements, payments and reconciling for vendors, speakers.

Maintain various finance-related procedure documents and communicate with team members about best practices for budgeting and finances. Ensure U-M procurement policies are followed and working through the U-M Procurement set up hotel, group travel contracts and speaker agreements as requested. Reconcile monthly PCard activity.

Student Employees Front Desk Team Oversight

Lead hiring process and supervise student temporary employees. Manage job postings, schedule interviews and process hires in coordination with Rackham HR. Coordinate and set the schedule for the front desk team, lead onboarding student temporary or work study staff, manage student employee access to appropriate email lists and calendars.

Required Qualifications*

High school education and at least 5 years of broad and progressive administrative experience supporting executive and senior academic leadership, and performing advanced, diversified, and confidential duties.

Exceptional organizational skills and impeccable attention to detail. Expert proficiency with Microsoft Office including, but not limit to, Excel, Word, Powerpoint.

Expert proficiency with Google Suite including, but not limit to, Mail, Sheets, Docs, Sites, and Forms. Proven ability to work professionally and with discretion in a client focused environment that serves a diverse population including faculty, staff, and students, as well as regulatory agencies and multiple departments across the University of Michigan's Ann Arbor, Dearborn and Flint campuses. Experience with budgeting, statement of activity reconciling, and U-M financial processes, systems and procedures.

Ability to work in a fast paced and collaborative environment, and to work flexibly and independently, setting priorities and working simultaneously on numerous tasks; ability to take initiative, and meet/exceed deadlines, including the ability to react with appropriate levels of urgency to situations and events that require quick response and turn-around time.

A proactive approach to problem-solving, with strong decision-making skills with the desire and ability to proactively anticipate and support the needs of Rackham as a whole.

Possess strong interpersonal and communication skills; dedication to customer service, a team approach to work; and willingness to learn and master new technologies as needs arise.

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; 5-7 years executive support experience, including supporting senior academic leadership.

Familiarity with Rackham policies and procedures.

Experience with Zoom, and Shared Services Center teams, processes, and services. Project management skills and experience.

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.