Administrative & Project Coordinator

University of Michigan; Ann Arbor (MI); Hybrid; USD 45,000 - 65,000; Full time

Benefits offered by this job

Generous paid time off

Retirement plan with immediate vesting

Health insurance

Dental and vision insurance

Life insurance

Long-term disability

Flexible spending accounts

Job summary

The University of Michigan is seeking an administrative and project support professional to assist two Senior Executive Directors and limited support to two Executive Directors, ensuring coordination of priorities, meetings, travel, and expense reporting. You will manage schedules, prepare materials, handle confidential matters, and support departmental activities.

This hybrid role requires at least 3 days in office each week and eligibility to work in the United States without sponsorship.

Qualifications

• 3+ years of experience, or a related bachelor's degree with a minimum of 2 years of relevant experience.
• Working knowledge of Microsoft Office and Google products (including Excel, Gmail, Google Docs, Sheets and Calendar)
• Excellent written communication
• Commitment to excellent customer service for internal and external constituents
• Discretion when dealing with sensitive information

Responsibilities

• Administrative Support (45%) — Act on behalf of those they support and the Office of University Development (OUD) in handling confidential inquiries; direct matters to appropriate individuals for action.
• Coordinate calendars including the scheduling of meetings, using discretion.
• Prepare those they support for upcoming meetings and deadlines. This includes anticipating needs, providing preparation materials and supporting communication and follow-up for appointments.
• Coordinate travel arrangements and hosting.
• Presidential Engagement & Donor Relations Support (20%) — Support the presidential briefing process for presidential appointments/engagements.
• Lead our Briefing Resource Group - collect agenda items, schedule the meetings, lead the conversations.
• Ensure that accurate records are maintained of the president's engagements.
• Help plan the twice yearly meetings and all communications for our President's Advisory Group.
• President's Football Suite Coordination (30%) — Participate in our pre-season and post-season planning/debrief meetings.
• Partner with the SED to manage the presidential football suite communications - for home season, conference championships, and bowl season.
• Manage the coordination process with other university suite holders - meeting scheduling, document and agenda creation, serve as a resource to our colleagues.
• Consultation, Education, and Special Initiatives (5%) — As a member of our OUD's onboarding team, you will partner with our hiring managers to support new hire onboarding and offboarding processes for select positions.
• Manage our departmental facilities, equipment, and supplies.
• Participate in OUD or University work groups of interest or as assigned.

Skills

Excellent written communication

3+ years experience

Discretion with sensitive information

Customer service mindset

Education

Bachelor's degree (related)

Tools

Microsoft Office

Google Workspace

Job description

• Excellent written communication

This is a hybrid role requiring at least 3 days per week in office.

To be considered you must be eligible to work in the United States without requiring university sponsorship for continued employment.

The Office of University Development maximizes private support for the University of Michigan.

Job Summary

You will provide administrative and project support to two Senior Executive Directors and limited administrative support to two Executive Directors, ensuring the coordination of priorities, communications, meetings, travel, and expense reporting. You will be an administrative partner, managing schedules, preparing materials and correspondence, handling confidential matters, and supporting the execution of our departmental activities. Also, you will provide project coordination and operational support for presidential engagement and donor relations efforts, including communication management, briefing materials, stewardship activities, and engagement planning.

Reports to: Senior Executive Director, Stewardship, Events, and Special Liaison to the President and Vice President & Secretary of the University

Supervises: N/A

Responsibilities*

Administrative Support (45%)

• Act on behalf of those they support and the Office of University Development (OUD) in handling confidential inquiries; direct matters to appropriate individuals for action.


• Coordinate calendars including the scheduling of meetings, using discretion.


• Prepare those they support for upcoming meetings and deadlines. This includes anticipating needs, providing preparation materials and supporting communication and follow-up for appointments.


• Coordinate travel arrangements and hosting.

Presidential Engagement & Donor Relations Support (20%)

• Support the presidential briefing process for presidential appointments/engagements.


• Lead our Briefing Resource Group - collect agenda items, schedule the meetings, lead the conversations.


• Ensure that accurate records are maintained of the president's engagements.


• Help plan the twice yearly meetings and all communications for our President's Advisory Group.

President's Football Suite Coordination (30%)

• Participate in our pre-season and post-season planning/debrief meetings.


• Partner with the SED to manage the presidential football suite communications - for home season, conference championships, and bowl season.


• Manage the coordination process with other university suite holders - meeting scheduling, document and agenda creation, serve as a resource to our colleagues.

Consultation, Education, and Special Initiatives (5%)

• As a member of our OUD's onboarding team, you will partner with our hiring managers to support new hire onboarding and offboarding processes for select positions.


• Manage our departmental facilities, equipment, and supplies.


• Participate in OUD or University work groups of interest or as assigned.

Required Qualifications*

• 3+ years of experience, or a related bachelor's degree with a minimum of 2 years of relevant experience


• Working knowledge of Microsoft Office and Google products (including Excel, Gmail, Google Docs, Sheets and Calendar)


• Excellent written communication


• Commitment to excellent customer service for internal and external constituents


• Discretion when dealing with sensitive information

Why Work at Michigan?

Benefits at the University of Michigan

Benefits

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 paid time off for vacations, holidays, sick time, season days, and paid parental leave


• A retirement plan that provides two-for-one matching contributions with immediate vesting


• Many choices for comprehensive health insurance


• Dental and vision insurance


• Life insurance


• Long-term disability coverage


• Flexible spending accounts for healthcare and dependent care expenses

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

Exciting News: We Moved!

Join our team at our brand-new location, Michigan House! You'll find us at 2301 Commonwealth Blvd, Ann Arbor, MI 48105.

Application Deadline

Although the Posting End Date may indicate otherwise, this job may be filled and closed any time after a posting duration of seven calendar days.

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.