Region Support Admin Assistant

University of Michigan; Ann Arbor (MI); On-site; USD 42,000 - 54,000; Full time

Job summary

University of Michigan in Ann Arbor is seeking an Administrative Assistant to support the North Campus Region under the Maintenance-Regions Department. The role includes time-card processing, invoicing, calendar management, and region reporting, with FBI clearance due to building security.

The ideal candidate will have at least 2 years of administrative experience, strong MS Office skills, and the ability to work independently and in a team.

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 judgment 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.

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 for the department.
• Prepare invoices and journal entries.
• Correspond with vendors on billing issues.
• Distribute department mail.
• Schedule meetings.
• Responsible for overtime calling and recording for union employees.
• Post overtime charts weekly.
• Facilitate scheduling of staff overtime.
• Report staff overtime worked and refused.
• Maintain Region Metrics Board.
• Prepare and distribute staff communication as requested.
• Capture minutes for various meetings and distribute to participants.
• Create key requisitions for staff.
• Monitor Region key cabinet, issue and return keys, conduct periodic inventories of keys in cabinet.
• Maintain Region calendars (Monitor on-call calendar and update All Region Calendar).
• Maintain Region vehicle list, issue and return spare vehicle keys.
• Provide support to the Regions as needed including overtime polling.
• Run reports.
• Other miscellaneous administrative support as needed

Skills

MS Office

Word

Excel

Verbal communication

Detail oriented

Independent judgment

Time management

Team collaboration

Education

High School diploma or equivalent

Associates Degree in business or related

Tools

Google Mail

Google Drive

M-Pathways (PeopleSoft)

AiM/FMS

Maximo

Casper

Concur

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 attendance
• Review daily assignments and log sheets
• Order materials and office supplies for the department
• Prepare invoices and journal entries
• Correspond with vendors on billing issues
• Distribute department mail
• Schedule meetings
• Responsible for overtime calling and recording for union employees
• Post overtime charts weekly
• Facilitate scheduling of staff overtime
• Report staff overtime worked and refused
• Maintain Region Metrics Board
• Prepare and distribute staff communication as requested.
• Capture minutes for various meetings and distribute to participants
• Create key requisitions for staff
• Monitor Region key cabinet, issue and return keys, conduct periodic inventories of keys in cabinet
• Maintain Region calendars (Monitor on-call calendar and update All Region Calendar)
• Maintain Region vehicle list, issue and return spare vehicle keys
• Provide support to the Regions as needed including overtime polling
• Run reports
• Other 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 judgment 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 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 may begin as early as the eighth day after posting. This opening 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.