Administrative Assistant Senior

4 days left

Location
Michigan, United States
Posted
05 May 2019
End of advertisement period
31 May 2019
Ref
171987
Contract Type
Permanent
Hours
Full Time

Job Summary

Supporting the Executive Director and Associate Director, the Administrative Assistant Senior performs advanced, diverse, and confidential administrative, and customer research support duties. Responsible for handling all administrative details for projects of the Executive Director and Associate Director. Arranges, organizes, and provides administrative support for organizational meetings and other business functions including ICLE Executive Committee, the Administrative Team, staff and product retreats, and advisory boards. Prepares correspondence, oversees and coordinates finalization of reports and other documents. Schedules and maintains calendar of appointments, meetings, and travel itineraries, and coordinates related arrangements. Tracks, codes, and submits P-Card expenses for the Executive Director and Associate Director, as well as staff attorneys. Within established guidelines, makes independent decisions regarding planning, organizing, and scheduling work.

Responsibilities*

40% - Coordinates workflow and schedules. Protects time for strategic work:

  • Acts as gatekeeper, managing calendar, scheduling meetings and appointments reflecting an understanding of priorities and reasonable work time needed. Schedules work time to ensure priority work gets attention. Screen and control interruptions. Answers questions and meeting requests. Responds to emails on the director’s behalf as assigned.
  • Provides administrative oversight to projects managed by the Director and Associate Director by managing due dates, and important milestones with associated reminders, ensuring completion dates are met. Sets up and manages “tickler” system. Checks deadlines on incoming requests and puts preliminary work in play.
  • Provides meeting support. Collects key meeting preparation materials and distributes in advance, ensuring manager is prepared. For meetings led by Director and Associate Director, takes leadership role in developing agenda, meeting materials, presentations, logistical arrangements, and other meeting aides, as needed. Attends meetings and prepares meeting minutes; action items; and other word processing, filing, and faxing. Handles filing and keeps files (hard copy and electronic) up to date. Monitors deadlines and provides regular updates on meeting related projects

25% - Provides Administrative and Clerical Support to Business Administration

  • Monthly Cash reconciliation including run established reports and queries. Match and compare figures in Excel to ensure the data is consistent between reports. Flag discrepancies and hand-off to appropriate person for review and problem resolution. Requires good attention to detail.
  • Inventory reconciliation includes on a weekly basis, run established inventory reports. Count and track book inventory at ICLE. Update electronic system to request replacement book copies. Track in Excel. Maintain related documents. Ensure that at least one copy of each ICLE book is in the building and available for customer purchase. Participate in annual inventory count.
  • Process author and speaker payments in University systems and enter into Great Plains (honoraria). Ensure proper documentation is included for each transaction. Add appropriate ICLE codes. Route appropriately for approval. Maintain security of confidential information. Enter and track payments in Excel. Enter accurately into ICLE’s accounting software.
  • Using established system and Excel, run queries and update spreadsheets to calculate royalty expenses. Enter in Great Plains.
  • Act in a back-up capacity for general data entry into accounting software, Great Plains.

15% - Arranges, organizes, and provides administrative and logistical support for Executive Committee, advisory boards, administrative team, product planning, and staff related meetings:

  • Provides administrative support for ICLE Executive Committee meetings (quarterly) including scheduling appointments, correspondence, and report assembly in Adobe Acrobat. Includes proofreading and formatting, electronic material preparation and preparing printed binders. Handles logistics including sending invitations, tracking attendance replies, reserving meeting space, the ordering, set up, and clearing food, handling meeting set up, and any issues that arise.
  • Schedules and handless logistics for multiple Advisory Board meetings including sending invites, tracking attendance replies, pulling together and distributing background documents (e.g. agendas and minutes), reserving meeting space, ordering, setup, and clearing food, providing for AV and other supplies, handling meeting set up, and taking care of any issues that arise. Represents Director, Associate Director, and ICLE positively in dealing with guests and other external visitors by greeting them upon arrival, obtain and distribute parking passes, and providing them with general hospitality and assistance.
  • Provides administrative support for ICLE’s weekly and monthly administrative team planning meetings and bi-weekly lawyer meetings including triggering development of meeting agendas, tracking agenda items, pulling together and distributing background documents for meetings, taking minutes, ordering, set up and take down of food and providing logistical support.
  • Provides administrative support for ICLE’s annual staff retreat, and annual product planning retreat including research, facilities, support for agenda and materials preparation, distribution, evaluation, and follow up.
  • Provides administrative and logistical support, which includes ordering and set up of food and snacks, and setting up for occasional Director and Associate Director meetings with outside consultants.

10% - Creates correspondence, communication, and reports. Completes special projects including planning, conducting, and analyzing customer research:

  • Supports organization-wide customer research efforts by organizing outreach including scheduling calls, sending communications, serving as point of collection for customer-completed materials; distributing communications and assignments for related staff assignments; tracking and reporting on progress of assignments. Takes leadership role in composing and distributing staff communications as assigned.
  • Prepares, composes, and edits correspondence, memos, reports, and presentations for directors’ signatures or continued development including but not limited to, staff presentations, executive committee reports, core management reports, ACLEA presentations, etc. Coordinates graphic support as needed.
  • Serves as collection and reminder point for communication that must be distributed to various groups.
  • Coordinates and handles communications about projects and reports.
  • Maintains confidentiality. Assures discreet handling of all business.
  • Manages timelines and completes tasks for legal services outreach including updating addresses, updating letters, and collating materials for mailing.
  • Responsible for administrative tasks including quarterly customer letters.

5% - Provides general administrative support:

  • Prepares expense reports and P-Card reconciliation for Director, Associate Director, and staff attorneys. Includes correctly applying ICLE’s codes.
  • Makes travel and guest arrangements for Director, Associate Director, and staff attorneys.
  • Organizes and maintains files and records (written and electronic).
  • Maintains procedures to ensure consistent performance of routines.
  • Completes other secretarial duties (e.g. making copies, collating).
  • Serves in back-up capacity for other administrative support staff as needed.

5% - Other duties as assigned:

  • May attend major ICLE events to assist with set-up and registration on an as-needed basis.
  • Maintains procedures to ensure consistent performance of routines.
  • Completes other secretarial duties – copies, collation, etc.
  • Mails packages.
  • Organizes and maintains files and records (written and electronic).

Required Qualifications*

  • Bachelor’s degree in a related field or equivalent combination of education and experience.
  • At least five years of experience as administrative assistant, with considerable progressively responsible experience.
  • Must be technologically proficient and possess advanced level computer skills including extensive Excel competency, Microsoft Word, Outlook, PowerPoint, and Adobe Acrobat. Must be able to use databases like Microsoft Access. Demonstrated ability to learn new software quickly.
  • Considerable attention to detail and accuracy.
  • Strong Internet and research skills.
  • Demonstrated ability to edit and proofread business documents.
  • Experience creating materials for presentations and reports.
  • Excellent verbal and written communication skills, including the ability to draft from scratch with minimal direction.
  • Ability to apply a brand and style to written communications.
  • Ability to multi-task and work quickly. Comfort with change and the ability to be flexible.
  • Ability to build relationships with others – excellent interpersonal skills. Ability to work well with all levels of management and staff.
  • Excellent organizational skills including project coordination experience.
  • Meeting management and preparation experience.
  • Able to successfully pass a work sample administered by ICLE.
  • Ability to work well in teams and with the public.
  • Experience managing payment of expenses including coding receipts, completing expense reports, and resolving related issues.

Desired Qualifications*

  • Experience with University of Michigan policies, processes, and procedures preferred.
  • University of Michigan shared service experience preferred.

U-M EEO/AA Statement

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