Assistant to AVP/Executive Director

University Of Michigan

Ann Arbor (MI)

On-site

USD 50,000 - 56,000

Full time

3 days ago

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Job summary

The University of Michigan is seeking a Senior Administrative Assistant to support the AVP/Executive Director of Financial Aid. The role requires initiative, organization, and exceptional customer service to support the office's operations.

Responsibilities include managing correspondence, coordinating travel, handling onboarding, and assisting with HR transactions. This position reports to the AVP/ED and supports the Financial Aid leadership team.

Qualifications

Bachelor's degree or equivalent combination of education and experience.
Progressively responsible professional experience including administrative support.
Excellent verbal and written communication skills.
Must be self-directed; pay close attention to detail with superior organizational skills.

Responsibilities

Provides high-level administrative support to AVP/Executive Director of Financial Aid and the leadership team.
Responds to general correspondence and handles calls in their absence.
Manages mail, files and records with attention to confidentiality.
Coordinates travel arrangements and prepares expense reports.
Greet candidates and develop packets for interviews and onboarding of new staff.

Skills

Customer service

Verbal and written communication

Administrative support

Team collaboration

Education

Bachelor's degree or equivalent

Tools

Zoom

Microsoft Office

Google applications

Job description

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.

Who We Are

The University of Michigan is a premier public research university with more than 53,488 students, including 35,358 undergraduates, and is firmly committed to serving the people of Michigan, and the world, through preeminence in creating, communicating, preserving, and applying knowledge, art, and academic value. U-M is in high demand, with a record 115,957 undergraduate first-year and transfer applicants in fall 2025 and 9,711 incoming undergraduate students enrolling.

Reporting to the Provost and Executive Vice President for Academic Affairs, the Office of Enrollment Management (OEM) manages U-M's enrollment function to efficiently optimize students' experiences throughout their engagement, from prospect to alumni. The division collaborates with campus partners, faculty, and staff in support of the university's mission.

OEM comprises a dedicated team of more than 200 full-time staff members and more than 400 additional student and temporary staff and is structured in five operational units - the Office of Undergraduate Admissions, the Office of Financial Aid, the Office of New Student Programs, the Office of the Registrar, and OEM Administration. OEM strives to provide excellence in access and support to inspiring learners who will challenge the present and enrich the future.

Job Summary

The Office of Financial Aid is looking for a senior administrative assistant to support the Assistant Vice Provost for Enrollment Management and Executive Director of Financial Aid (AVP/ED), and perform various administrative functions to support the office. Exercising a high level of initiative, organizational skills, and customer service with an ability to handle a variety of tasks with accuracy are key characteristics of a successful candidate.

This position reports directly to the AVP/ED and may provide general support to OFA leadership.This position is currently required to report to work in the office Monday through Friday, 8 am to 5 pm, to ensure front desk coverage and available customer service.

Responsibilities*

80% Administrative and operations support

Provides high-level administrative support to AVP/Executive Director of Financial Aid and the financial aid leadership team. Anticipates conflicts, schedules appointments and meetings, including the preparation of materials and high-profile meetings (e.g., appeals). Assists with documentation and coordination of new processes.
Responds to general correspondence on behalf of the AVP/ED; handles calls in their absence. Initiates and prepares routine correspondence.
Reviews, handles, and distributes incoming and outgoing mail. Maintains and organizes the paperwork and files as necessary.
Manages supply inventory and orders office supplies. Maintains office/computer equipment (printers, copiers, etc.). Initiates tasks to resolve maintenance issues. May serve as facilities assistant.
Coordinates travel arrangements for the AVP/ED. Prepares, reviews, and reconciles travel and expense reports.
Arranges university vehicles for outreach staff and conference travel.
Works with the Associate Director of Business Administration and Budget Analyst in OEM to manage procurement card inventory for OFA. Monitors expenditures on a monthly basis, and assists AVP/ED with procurement card reconciliation as needed.
Reconciles OFA Statement of Accounts.
Process student and temporary appointment hires, terminations and other HR transactions. Consults with OEM HR Generalists as necessary.
Schedule interviews, develop candidate packets and greet candidates throughout the search process.
Assist with new employee (regular and temporary) onboarding for department - review Form I-9, arrange for phone/computer equipment setup and may request appropriate access by position.
Assists with temporary and student employee offboarding ? process temporary employee termination transaction with OEM HR approval and requests access removal.

10% Manages and/or performs special projects

Assists AVP/ED with scheduling and coordination details of staff engagement events, meetings and off-site conferences.
Receive subpoenas and refer them to the Office of General Counsel.
Other duties as assigned.

Required Qualifications*

Bachelor's degree or equivalent combination of education and experience.
Considerable customer service experience and demonstrated knowledge in appropriately handling confidential and sensitive information.
Progressively responsible professional experience including administrative support.
Possesses a flexible, problem-solving attitude and a willingness to work successfully in a team environment.
Excellent verbal and written communication skills.
Strong working knowledge of Microsoft Office products and Google applications.
Experience with Zoom or other video conferencing tools.
Proven experience working with multiple stakeholders, at all levels, with exceptional interpersonal skills.
Must be self-directed; pay close attention to detail with superior organizational skills.

Desired Qualifications*

Previous experience working in an academic or student services environment.
Experience with University of Michigan HR and Financial policies, procedures and systems including but not limited to the M-Pathways Financials, Human Resources Management System and Business Objects.

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

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

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.

Job Opening ID

282302

Working Title

Assistant to AVP/Executive Director

Modes of Work

Onsite

Full/Part Time

Full-Time

Regular/Temporary

Regular

FLSA Status

Nonexempt