Administrative Assistant, Office of Student Affairs

University Of Michigan; Ann Arbor (MI); On-site; USD 47,000 - 53,000; Full time

Job summary

An established educational institution is seeking a dedicated Administrative Assistant for its Office of Student Affairs. This dynamic role involves providing essential reception and administrative support, ensuring a welcoming atmosphere for students and visitors alike. The ideal candidate will demonstrate exceptional organizational and communication skills, contributing positively to the office's culture. With a commitment to excellence, this position offers a unique opportunity to be part of a renowned academic environment, where you can make a meaningful impact on the student experience. Join a team that values professionalism and dedication in serving the community.

Benefits

Generous Time Off

Retirement Plan with Matching Contributions

Comprehensive Health Insurance

Life Insurance

Long-term Disability Coverage

Flexible Spending Accounts

Maternity and Parental Leave

Reasonable Accommodations for Disabilities

Qualifications

• 2+ years of related administrative support experience required.
• High proficiency with technology and software tools.

Responsibilities

• Serve as the first point of contact for the front office.
• Provide administrative support to the Senior Director of Undergraduate Student Affairs.

Skills

Administrative Support

Communication Skills

Organizational Skills

Proficiency with Technology

Education

Bachelor's Degree

2+ Years of Experience

Tools

Microsoft Word

Microsoft Excel

Google Workspace

Adobe Acrobat

Zoom

Job description

Administrative Assistant, Office of Student Affairs

A cover letter is required for consideration for this position and should be attached as the first page of your resume. The letter should address your:

• Specific interest in this position, and;
• Skills and experience which directly relate to this position

Note: In order for the career portal system to accept the cover letter, please include this as the first page of your resume document, so that you are submitting only ONE combined document. This combined document will be reviewed to assess how you meet the stated qualifications, including your written communication skills.

Job Summary

The School of Kinesiology invites applicants for our Administrative Assistant, Office of Student Affairs (OSA) position. The primary function of this role is to support the suite with in-person administrative and reception support. In addition, this position will support the supervisor, the Senior Director of Undergraduate Student Affairs & Strategic Engagement Initiatives. This person will perform responsibilities of a sensitive and confidential nature that require discretion and independent judgment. The selected candidate will be responsible for delivering a high level of cordial and professional service to all visitors including current students, faculty and staff. This office is often the first point of contact for new and prospective students, guests, parents, and visiting scholars so we strive to provide a warm and welcoming atmosphere.

Who We Are

The School of Kinesiology is the fourth-largest undergraduate admitting school at the University of Michigan, with approximately 1250 undergraduate students and 152 graduate students across our four programs of Applied Exercise Science, Athletic Training, Movement Science, and Sport Management.

The University of Michigan is one of the highest ranked public universities in the nation and one of the world's preeminent research institutions. The School of Kinesiology at the University of Michigan is one of 19 independent academic units and one of seven health science schools and colleges within the University of Michigan. In Fall 2023, the National Academy of Kinesiology ranked the School of Kinesiology at the University of Michigan as the #1 Doctoral program in the US. We are housed in a recently renovated 250,000 square foot building located on the Ann Arbor central campus. Our faculty are world-renowned in their fields and our students have opportunities to participate in research centers and labs during their educational experience.

Why Work at Michigan?

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:

• Generous time off
• A retirement plan that provides two-for-one matching contributions with immediate vesting
• Many choices for comprehensive health insurance
• Life insurance
• Long-term disability coverage
• Flexible spending accounts for healthcare and dependent care expenses
• Maternity and parental leave
• University commitment to providing reasonable accommodations to individuals with disabilities

Responsibilities*

Reception (30 %) (EF)

• Serve as the first point of contact for the front office, providing continuous, in-person coverage of the OSA's suite reception desk
• Provide friendly, professional, and supportive reception to all visitors, students, faculty, and staff entering the OSA suite
• Provide information, directions, and answers to inquiries
• Handle mail for the OSA suite, route materials
• Ensure the reception area is neat and stocked

Administrative support (40%) (EF)

• Provide general administrative support for the OSA.
• Manage student reservations of huddle rooms, assist with general (non-classroom) room reservations and coordinate with the Facilities Manager to report any maintenance issues.
• Schedule student appointments for orientation, send orientation letters and provide session zoom links
• Provide administrative support to the Senior Director of Undergraduate Student Affairs & Strategic Engagement Initiatives, including but not limited to:
  • Scheduling support
  • Email support
  • P-Card Reconciliation
  • Taking minutes in staff meetings
• Manage student test accommodation scheduling including room reservations, communicating with faculty and students and liaising with Services for Students with Disabilities (SSD)
• Provide limited student records support including - declaring majors and subplans, increasing registration hours, and assigning students to advisor caseloads

Purchasing (20 %) (EF)

• Manage the ordering needs for the OSA suite
• Order supplies for recruitment, engagement and outreach outreach events as needed
• Assist with the Pcard reconciliation for the Global Engagement Team and provide travel support (reservation, logistics) for OSA team members who will be traveling for business purposes

Other Duties (10 %) (EF)

• Other duties as assigned, including special projects
• Facilitate the cleaning of the suite with facilities
• There are key activities that the entire team is expected to work including, but not limited to, Welcome Week, Commencement, Prospective Student Day and the Grad Farewell Lunch.
  

SUPERVISION OF OTHERS:

May supervise student temporary employees responsible for supporting OSA Functions.

Required Qualifications*

• 2+ years of related administrative support experience
• Bachelor's degree and/or equivalent combination of education and experience
• High level of proficiency with technology and software (Word, Excel, PowerPoint, Access, Google Workspace, Adobe Acrobat, Zoom)
• Proven success with contributing to a positive workplace culture, and ability to consistently demonstrate our school's core values
  

REQUIRED COMPETENCIES

• Demonstrated success in building positive and effective relationships and partnerships with all levels and populations of employees
• Ability to work independently, set priorities, multitask, and meet multiple deadlines
• Exceptional organizational skills with the ability to anticipate problems and take appropriate initiative
• Proven ability to manage time, assignments, and projects effectively, including consistent follow-up to keep stakeholders informed about progress
• Proven record of attention to detail and accuracy, with a low rate of errors
• Outstanding oral, written, and interpersonal communication skills
• Demonstrated competence in writing and editing documentation for diverse audiences
• Skilled in developing and delivering multi-mode communications that convey a clear understanding of the unique needs of different stakeholders
• Experience setting priorities and adapting successfully as priorities shift
• Demonstrated ability to handle sensitive employee and business information with utmost confidentiality
• Ability to work under pressure in a complex environment and maintain a calm and professional demeanor

Desired Qualifications*

• Experience in an academic environment
• Familiarity with the Emburse Enterprise expense reporting system

Modes of Work

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

The general salary range for this position is $47,000 - $53,000. An offer may be extended outside of this range based on equity, experience, knowledge, and skills for the position. You are encouraged to discuss salary questions to honor understanding and transparency throughout the recruiting process. Benefits are included with this position.

In-Person Work Schedule:
This is a full-time position with work taking place on-site from Monday through Friday (8:00am - 5:00pm) at the School of Kinesiology, 830 N. University, Ann Arbor, MI. After the initial probationary period, there may be the opportunity to work remotely one day per week at the discretion of the supervisor and given the needs of the office.

Physical Demands/Work Environment

• The person in this position will need to routinely communicate with students, faculty, and staff about policies, procedures and programs
• The person in this position will need to frequently remain stationary during an entire eight-hour shift and/or may need to occasionally move through the building and across campus to attend meetings/events and access files or information
• Lifting requirements - This position may require lifting of supply orders of up to 25 lbs.

The statements included in this description are intended to reflect the general nature and level of work assigned to this classification and should not be interpreted as all-inclusive.

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

Application Deadline

Job openings are posted for a minimum of seven calendar days.The review and selection process maybegin as early as the eighth day after posting.Thisopening may be removed from posting boards and filled anytime after the minimum posting period has ended.

U-M EEO Statement

The University of Michigan is an equal employment opportunity employer.

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