Administrative Assistant Intermediate

University of Michigan; Dearborn (MI); Hybrid; USD 42,000 - 54,000; Full time

Job summary

University of Michigan-Dearborn seeks an Administrative Assistant Intermediate to support the Office of the Provost as the first point of contact and provide executive support to Associate Provosts and the Executive Assistant to the Provost.

The role emphasizes calendar management, HR liaison duties, event planning, and critical communications with campus partners. Hybrid work options are available, subject to department discretion.

Qualifications

• Three to five years of administrative management experience.
• Excellent written and verbal communication skills.
• High level of professionalism.
• Excellent organizational skills.
• Proficiency in Word, Excel, and PowerPoint.
• Ability to communicate effectively with different constituencies.
• Ability to work independently and as part of a team.
• Experience prioritizing multiple assignments and meeting deadlines.

Responsibilities

• Manage the calendar of Senior Provost staff and arrange travel and expense reporting.
• Support HR liaison activities and recruitment processes (eRecruit) and procurement (ePro).
• Onboard new employees and manage termination/retirement checklists.
• Lead events planning and logistics for Office of the Provost events (e.g., Honors Convocation, Faculty Awards).
• Coordinate communications, review mail and screen calls, and edit the Office website as needed.
• Prepare agendas, take minutes, and distribute materials for meetings; maintain meeting logistics.

Skills

Administrative support

Communication

Organization

Teamwork

Independent work

Tools

Microsoft Office

Job description

We are performing updates and maintenance to our applicant experience. As a result, the site will be unavailable Saturday, October 31st at 9pm EST through Sunday, November 1st at 8:00am EST. During this outage period, applications for job postings can not be submitted.

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 Provost Office seeks to hire an Administrative Assistant Intermediate to support the Office of the Provost as the first point of contact for the office and support to the Associate Provosts and Executive Assistant to the Provost.

Responsibilities*

Responsibilities will include, but may not be limited to: (percentages are approximate)

Administration - 50%

• Manage the calendar of appointments for the Associate Provosts, Vice Provosts, Dean of Students, and others as needed
• Make arrangements for travel needs for the Associate Provosts and others as needed and manage expense reports In partnership with the office team, help develop and implement needed processes and procedures for effective daily and annual operations for Office of the Provost
• Serve as HR liaison for the office, supporting the recruitment and hiring process specifically (eRecruit)
• Support procurement processes within the office (ePro requisitions)
• Order supplies, answer phones, troubleshoot office machines, etc.
• Onboard new employees and manage the termination / retirement checklist

Manage the PAR process, the MOU / agreements process and the key policy /spreadsheet

Events Management - 30%

• With strategic direction from the Executive Assistant to the Provost, plan, coordinate and support the implementation of events hosted by the Office of the Provost

Manage all logistics, catering, communications and related arrangements

Specifically, serve as coordinator for:

• -Honors Convocation annual event
• -Medallion Receptions
• -Faculty Awards Ceremony
• -Campus-wide Higher Learning Commission (HLC) assurance monitoring visit (under direction of Associate Provost), including coordination of meetings, communications, preparation of materials and management of logistics
• Others as required

Communication - 10%

• Review incoming mail for urgency and facilitate action on part of the Associate Provosts and Chief of Staff
• Screen incoming external and internal phone calls for Office of the Provost; manage appropriately
• Act as a point of contact for external vendors and manage meeting schedules, etc.
• Edit website for the Office of the Provost as needed
• Represent the Office of the Provost and support critical communication with the campus community with the interpretation of university policies, procedures, and guidelines as it relates to academic affairs

Meeting Management & Administrative Support - 10%

• Track and prepare agendas for various meetings and arrange for guests as needed
• Take minutes and update website pages as needed in relation to meetings
• Organize and distribute materials in preparation for meetings and in response to meetings as needed
• Meet with the co-chairs weekly.
• Other duties as assigned

Required Qualifications*

• Three to five years of administrative management experience
• Excellent written and verbal communication skills
• High level of professionalism
• Excellent organizational skills
• Proficiency in Word, Excel, and PowerPoint
• Ability to communicate effectively and work with different kinds of constituencies
• Ability to work both independently and as a part of a team
• Experience with prioritizing and handling multiple assignments and deadlines simultaneously when needed; ability to adjust to changing priorities and receive direction from multiple people

Desired Qualifications*

• Five or more years of related work experience; experience in higher education preferred
• Experience of events coordination and support
• Experience with Marketsite+
• Experience with Google
• Experience with Smartsheets

Why Work at U-M Dearborn?

The University of Michigan-Dearborn is a vibrant and diverse community, centrally located within one of America's largest business regions. The area provides a variety of urban, suburban, and rural environments within a reasonable commute, including Detroit, its suburbs, and Ann Arbor.

In addition to a career filled with purpose and opportunity, the University of Michigan-Dearborn offers a comprehensive benefits package, effective on your first day to help you and your family stay well, and plan for a secure future.

Benefits include:

• Generous time off
• A retirement plan that provides two-for-one matching contributions after 12 months of eligible service
• Many choices for comprehensive health insurance, along with prescription drug plan
• Life Insurance
• Long-term disability coverage
• Flexible spending accounts for healthcare and dependent care expenses

Eligibility for benefits is based on your job group, your appointment percentage and the length of your appointment. Learn more about employee benefits and eligibility from the UM Human Resources Benefits and Wellness webpage .

Additional UM-Dearborn benefits include:

• Employees may be eligible for tuition reimbursement. Learn more about the tuition reimbursement policy .
• Eligible UM-Dearborn dependents may receive a 50% tuition and fees scholarship towards undergraduate courses. Learn more about the Dependent Tuition Scholarship from the Office of Financial Aid & Scholarships webpage .
• No charge for all faculty and staff parking permits. Learn more from the Parking Transportation webpage .

Positions that are eligible for hybrid or mobile/remote work mode are at the discretion of the hiring department. Work agreements are reviewed annually at a minimum and are subject to change at any time, and for any reason, throughout the course of employment. Learn more about the work modes .

Additional Information

Candidates must be able to be lawfully employed in the United States; sponsorship to obtain such status is not available at this time.

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 checksare performed in compliance with the Fair Credit Reporting Act.

U-M EEO Statement

The University of Michigan is an Equal Opportunity Employer. We are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants, including protected veterans and individuals with disabilities.