Administrative Assistant Associate

Location
Michigan
Posted
10 Jan 2019
End of advertisement period
10 Mar 2019
Ref
167151
Contract Type
Permanent
Hours
Full Time

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.

Job Summary

The Department of Psychology is seeking an energetic, administrative professional to serve as the first point of contact at the front desk, providing high level support to the faculty, students, guests and staff in the Department.

Responsibilities*

Responsibilities include but are not limited to:

General Administration (55%):

Greet, assist, and provide excellent customer service to faculty, students, staff and visitors as the front desk receptionist. Manage all incoming calls, responding to requests as appropriate or taking messages as necessary. Review, sort and monitor all incoming mail and packages. Manage all outgoing mail on behalf of the Department.

Serve as an integral member of the Administrative Team and perform high level administrative duties including: ordering and maintaining supplies, maintaining copiers, organizing and scheduling meetings, reserving rooms, maintaining Department email groups, website maintenance, and photocopying. Provide administrative support for Area Chairs with admissions, prelim, student progress and monthly area meetings.

Assist with student recruitment activities including preparing schedules, travel arrangements, meals and reimbursements.

Assist with graduate student, faculty, staff and visiting professor onboarding.

Events (20%):Assist with a variety of events including conferences, colloquia, visiting speakers, weekly brown bag meetings, Departmental and Development events that require initiating and preparing relevant agendas, itineraries, reimbursements, venue reservations, reception planning, hotel and travel arrangements, catering set up and clean up, announcements, flyers as well as on-site support during events.

Faculty Awards (15%): Work closely with the Associate Chair for Faculty Development to manage the faculty awards process. Prepare materials in a timely manner, maintain electronic spreadsheets with current and upcoming awards, and facilitate nomination packets for several awards, both internal and external. Keep the Associate Chair aware of approaching deadlines.

Financials (10%):Provide oversight of 6 program area accounts and budgets, monitoring and approving expenses based on budgets. Liaison for faculty, staff and students for Concur reimbursements sent to the University Shared Services Center for processing. Prepare People Pay, honorariums and non-PO vouchers.

Assist the Chair and Chief Administrator with various projects in order to support the goals and objectives of the Department as required.

Required Qualifications* 

1-2 years of relevant administrative experience, preferably in an academic setting. Attention to detail, multitasking, and proven ability to meet deadlines. Excellent oral and written communication skills. Demonstrated ability to interact professionally with a diverse group of faculty, staff, and students, providing a high level of customer service. Ability to exercise good judgment, follow established procedures and take appropriate initiative. Flexibility, adaptability, patience, and the ability to work collaboratively will be essential to working effectively in our team-oriented environment.

Desired Qualifications* 

Bachelor’s degree or equivalent combination of education and experience. A reasonable knowledge of University policies, procedures and practice, particularly in academics. Knowledge of the operation and application of computer software systems for Microsoft Office applications and Google Platform to facilitate the academic mission of the department. Excellent interpersonal skills, written and verbal communication skills. Demonstrated ability to work independently within a team environment. Some basic financial skills and knowledge of M-Pathways financial modules and Concur. Experience updating websites and familiarity with the Adobe Experience Manager Web Content Management System is also preferred.

Work Schedule

The working hours for this position are 8:00 AM – 5:00 PM with an hour lunch period.

Additional Information 

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...

The target salary range for this position is $35,000-$38,000 per year. The actual salary offered may be higher based on the qualifications and experience of the selected candidate.

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.

Application Deadline 

Job openings are posted for a minimum of seven calendar days. This job 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.