Administrative Assistant - Alumni and Employer Engagement

Location
Michigan
Posted
08 Jan 2019
End of advertisement period
08 Mar 2019
Ref
167049
Contract Type
Permanent
Hours
Full Time

How to Apply

A cover letter is required for consideration for this position. Your cover letter should be no more than 1 page and should be attached as the first page of your resume. The cover letter should address the following:

  • how you heard about this role
  • your specific interest in the position
  • your interest in working in the LSA Opportunity Hub
  • how your skills and experiences directly relate to this position
  • the value of a liberal arts education

Job Summary 

The College of Literature, Science, and the Arts (LSA) invites applications for an Administrative Assistant on the LSA Opportunity Hub Alumni and Employer Engagement (AEE) team. The Opportunity Hub reports to the Assistant Dean for Student Development and Career Initiatives and is housed under the LSA Dean’s Office. The Opportunity Hub is a transformational initiative to encourage all students to connect their liberal arts education with their goals and aspirations. Hub staff collaborate with campus partners to facilitate access to experiential learning opportunities both on and off campus, funding, employer partnerships, and alumni mentors. Through these channels, the Opportunity Hub helps students explore challenging, diverse opportunities, discover what matters most to them in their education and beyond, and put their liberal arts education to work.

We are seeking candidates who have an innovative approach to work; enjoy working in a fast-paced, evolving area; are comfortable taking action in a growing and changing workplace; and who will actively engage in a dynamic, high-performing, collegial team environment. Candidates must prize and work to further our desire for inclusivity. We seek candidates with a commitment to creating access to opportunities for our diverse population of LSA students, and have an interest in and commitment to the liberal arts.

Responsibilities*

The Administrative Assistant - Alumni and Employer Engagement will help support the day to day work of the Hub AEE team. Primary responsibilities include administrative, events, and operational support. The Administrative Assistant will maintain an efficient and organized office environment to support the fast-moving work of the AEE team.

General Administrative and Operational Support - 50%

  • Provide complex calendar management prioritizing commitments for Director of Alumni and Employer Engagement and AEE team meetings
  • Provide email response and management support for Director of Alumni and Employer Engagement
  • Ensure appropriate alumni and employer communication is shared with AEE Coordinators for input into LSA Opportunity Network and/or Donor and Alumni Relationship Tool
  • Prepare promotional materials and other supplies for AEE team meetings with alumni and employers
  • Coordinate thank you correspondence and gifts for alumni and employer involvement with the Hub
  • Assist with AEE travel and expense responsibilities in collaboration with the Hub Operations team
  • Assist with organization of the AEE team Google Drive, Slack, and ClickUp project management platformMonitor AEE print and material resources, monitoring supplies, and ensuring they are organized
  • Monitor, triage, and when appropriate, respond to AEE team emails
  • Prepare and communicate weekly AEE team agendas
  • Set up BlueJeans conference calls and video monitor for AEE team meetings
  • Document meeting minutes, send out team action items, and conduct administrative follow-up
  • Partner with Hub Administrative Supervisor on AEE hiring processes
  • Help ensure there is AEE team representation at Hub-wide meetings
  • Provide additional support to administrative team during peak times
  • Provide backup administrative support to provide coverage for administrative team absences
  • In collaboration with lead and administrative teams, work on
  • special projects as needed 

​Alumni and Employer Engagement Events Support - 45% 

  • Assist in the planning, development, execution, wrap-up, and follow-up stages of AEE events and workshops, including Alumni Connections, Industry Insiders, Flash Internships, regional Networking and Mentoring events, etc.
  • Work with the Flash Internship and other off-site event teams to coordinate pre/post-departure and on the ground logistics including staffing plans, venue and lodging research and confirmation, transportation and travel, vendor communication, confirmation and payment, meals, A/V, supplies, etc.
  • Communicate with alumni, employers, and their representatives on event and travel-related matters, providing excellent customer service
  • Help monitor and manage invitation and/or RSVP communication for AEE events
  • Provide day-of, on-site, logistical support for AEE events
  • Assist in coordinating publicity for events/workshops and developing event collateral
  • Monitor, track, and reconcile AEE event-related expenses

5% - Professional Development 

  • Attend workshops, trainings, institutes, and conferences related to the profession and Hub mission
  • Actively engage and contribute to the profession at campus, local, regional, and/or national level
  • Be an active member of related professional organizations
  • Remain current on research, scholarship, and best practices related to the liberal arts, higher education, and position specific requirement

Required Qualifications* 

  • Associate’s degree or equivalent combination of education and/or relevant experience
  • Service-oriented attitude and excellent interpersonal skills
  • Proficient using Microsoft Office and/or Google software and database software
  • Strong communication skills
  • Successful experience working in a collaborative, team environment
  • High level of organizational ability, including the ability to organize and coordinate a diverse workload with attention to detail and ability to meet deadlines
  • Ability to act independently, take initiative and promote innovation
  • Flexibility to meet changing priorities 
  • Demonstrated investment in issues of equity, access and inclusion

Desired Qualifications* 

  • 2+ years experience in an administrative support role
  • Experience working with university alumni and/or employers and recruiters
  • Appreciation of and ability to articulate the value of the liberal arts
  • Experience in a newly developing organization, and a demonstrated ability to adapt to change
  • Demonstrated experience with University of Michigan systems, policies, and procedures

Additional Information 

This role will require the ability to occasionally work extended hours including early mornings, evenings, and weekends. May require occasional domestic or international travel.

Due to the rapid growth of the Hub, this individual will need to be adaptable to change as it is expected this role will evolve to best serve the needs of the organization.

The College of Literature, Science, and the Arts seeks to recruit and retain a diverse workforce as a reflection of our commitments to serve the diverse people of Michigan, fulfill the College’s Guiding Principles, and sustain the excellence of LSA.

To learn more about diversity, equity, and inclusion visit http://lsa.umich.edu/lsa/about/diversity--equity-and-inclusion.html

To learn more about LSA’s Guiding Principles visit http://lsa.umich.edu/lsa/faculty-staff/human-resources/lsa-staff-guiding...

Background Screening 

The University of Michigan conducts background checks on all job candidates upon acceptance of a contingent offer and may use a third party administrator to conduct background checks. Background checks will be performed in compliance with the Fair Credit Reporting Act.

Mission Statement 

The mission of the University of Michigan is to serve the people of Michigan and the world through preeminence in creating, communicating, preserving and applying knowledge, art, and academic values, and in developing leaders and citizens who will challenge the present and enrich the future. The University of Michigan is committed to foster learning, creativity and productivity, and to support the vigorous exchange of ideas and information, not only in the classroom but in the workplace by:

Creating a work environment in which people treat each other with respect and dignity, regardless of roles, responsibilities or differences.

Providing support, direction and resources enabling us to accomplish the responsibilities of our jobs and to reach the goals that are set for professional and personal growth.

U-M EEO/AA Statement 

The University of Michigan is an equal opportunity/affirmative action  employer.