Administrative Assistant

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.

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.

The University of Michigan is establishing an industry-funded Sport Innovation Center. This pioneering initiative brings together experts from across the university -- including Michigan Medicine, the College of Engineering, the School of Kinesiology, the Taubman College of Architecture and Urban Planning, the Institute for Social Research, and the College of Literature, Science, and the Arts -- in collaboration with an industry collaborator to drive innovation and advance sport performance worldwide.

The Sport Innovation Center Administrative Assistant will support the Center and provide administrative, logistical, and data support to the Center, the co-Directors, and the Steering Committee. With considerable discretion and using independent judgment, this position ensures the efficient daily operation of the program through calendar management, correspondence preparation, and other administrative support tasks.

This position reports to the director of the Sport Innovation Center. This is a new position for the university, and we anticipate that responsibilities and percentage of time spent on specific job functions may shift and change over time.

The Sport Innovation Center aims to create disruptive innovations that enhance athletic performance, and the support staff will enable this mission with an emphasis on collaboration, customer service, teamwork, and cooperation.

(EF) = Essential Functions

Administrative Support:

• Serve as the primary contact for administrative and operational phone and email inquiries. (EF)
• Manage the complex calendar for the Center Director, including scheduling, screening requests, and resolving conflicts. (EF)
• Provide advanced administrative support for the Center, including drafting, editing, and finalizing correspondence (reports, presentations, minutes). (EF)
• Manage financial documentation and process expense reports for the Center in partnership with the Finance team. (EF)
• Maintain and update program-related email groups, shared public calendars, conference room availability, internal documents, and affiliate databases. (EF)
• Manage the ordering and inventory of program supplies, equipment, and event-related materials ("swag"). (EF)
• Participate in the program management team, prioritize workload, and perform miscellaneous duties as assigned.

Data & Reporting Management:

• Create and maintain a consistent organizational infrastructure (e.g., Google Shared Drive, Dropbox) for program data and reports, ensuring accessibility for team members. (EF)

Event Coordination:

• Coordinate events and meetings (in-person and virtual) for the Center, managing logistics (room reservations, catering, Zoom logistics), agendas, meeting minutes, and attendee communications. (EF)
• Prepare agendas for visits with industry partners and sponsors, coordinate logistics, and greet guests. (EF)
• Support the coordination of large and small-scale events, including annual research showcase, sponsor visits, and running community events. (EF)
• Manage all event logistics such as venue booking, catering, registration tracking, materials preparation, and vendor communication. (EF)
• Track event expenditures and assist in drafting and adhering to event budgets. (EF)

Culture and Compliance:

• Maintain a supportive working environment that fosters equal treatment, teamwork and professional development. (EF)

Other:

• Perform other job-related duties as assigned.

High school diploma.

At least 4 years of related administrative experience.
Experience with business software such as Microsoft Office applications and Google Workspace, and conferencing systems (Zoom, Microsoft Teams).

Ability to interact effectively with a wide variety of people, including senior executives in industry and senior University leadership.
Strong dedication to customer service and an ability to work within a team-focused framework.
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…