Region Support Admin Assistant

Gamma Phi Omega International; Ann Arbor (MI); Hybrid; USD 38,000 - 48,000; Full time

Job summary

University of Michigan is seeking an Administrative Assistant for the North Campus Region within Facilities & Operations. The role supports the Gerald Ford Library service level agreement and requires FBI clearance due to the federal government building.

Responsibilities include time card processing, material ordering, invoices, meeting coordination, minutes, and regional reporting. The position offers hybrid work arrangements and requires the ability to drive University vehicles.

Qualifications

• High School diploma or equivalent.
• Minimum two years administrative office experience.
• Proficiency in MS Office, specifically Word and Excel.
• Excellent written and verbal communication skills.
• Ability to exercise independent judgement and employ basic reasoning.

Responsibilities

• Enter all leave, on-call & overtime time cards for staff; verify daily time cards and attendance.
• Review daily assignments and log sheets; order materials and office supplies.
• Prepare invoices and journal entries; correspond with vendors on billing issues.
• Distribute department mail; schedule meetings and maintain calendars.
• Capture minutes for meetings and distribute to participants.
• Maintain Region metrics board and key cabinets; issue and return keys.
• Provide support to Regions; run reports and additional tasks as needed.

Skills

MS Office

Word

Excel

Verbal communication

Written communication

Multi-tasking

Independent judgment

Education

High School Diploma

Tools

AiM/FMS

Maximo

Casper

Concur

Google Mail/Calendar

Google Drive

PeopleSoft / M-Pathways

Job description

Job Summary

The Maintenance-Regions Department within Facilities & Operations is seeking an additional Administrative Assistant for our North Campus Region. This position will consist of supporting North Campus Region on the Gerald Ford Library service level agreement. FBI clearance will need to be granted due to the Library being a federal government building.

Responsibilities

• Enter all leave, on-call & overtime time cards for staff; verify daily time cards and attendanceReview daily assignments and log sheetsOrder materials and office supplies for the departmentPrepare invoices and journal entriesCorrespond with vendors on billing issuesDistribute department mailSchedule meetingsResponsible for overtime calling and recording for union employeesPost overtime charts weeklyFacilitate scheduling of staff overtimeReport staff overtime worked and refusedMaintain Region Metrics BoardPrepare and distribute staff communication as requested.Capture minutes for various meetings and distribute to participantsCreate key requisitions for staffMonitor Region key cabinet, issue and return keys, conduct periodic inventories of keys in cabinetMaintain Region calendars (Monitor on-call calendar and update All Region Calendar)Maintain Region vehicle list, issue and return spare vehicle keysProvide support to the Regions as needed including overtime pollingRun reportsOther miscellaneous administrative support as needed

Required Qualifications

• High School diploma or equivalent.Minimum two (2) years administrative office experience.Proficiency in MS Office, specifically Word and Excel.Excellent written and verbal communication skills.Ability to exercise independent judgement and employ basic reasoning skills.Ability to multi-task and set priorities.Ability to work under pressure.Must be detail-orientated, accurate and able to work independently, as well as in a team effort.Must be able to fulfill the requirements necessary to drive a University vehicle.

Desired Qualifications

• Associates Degree, including courses in business practices, or an equivalent combination of education and experience.Proficiency with Google Mail and Calendaring, Google Drive, and M-Pathways (PeopleSoft).Experience using a computerized maintenance management system (CMMS) such as AiM/FMS or Maximo.Experience with payroll and timekeeping.Experience using Casper and Concur.Experience working in a maintenance environment.Reasonable knowledge of University policies, procedures and regulations.Familiarity with the UM Skilled Trades and AFSCME collective bargaining agreements.Modes of WorkPositions 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.

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.

Work Schedule

The shift for this position will be Monday - Friday, 7:00 am - 3:30 pm. However, the candidate may have to work past 3:30 p.m. if necessary.

Additional Information

Facilities and Operations is a positive organization dedicated to the principles of being respectful, collaborative, solutions-based, and proactive.

Background Screening

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 performed in compliance with the Fair Credit Reporting Act. Due to this position supporting a federal government contract, FBI clearance will need to be completed.

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 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.