Administrative Assistant Intermediate

A cover letter is required for consideration for this position and must 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.

The Administrative Assistant Intermediate is a vital team member in the ICPSR Summer Program in Quantitative Methods. The Summer Program provides training opportunities in quantitative research methods and statistics to a diverse, multidisciplinary, and international constituency of more than 1,000 graduate students, faculty, researchers, and applied data analysts across the social, behavioral, health, and related sciences.

From May through August, the Summer Program offers more than 90 courses covering a wide range of topics and techniques, from introductory statistics and regression analysis to advanced multilevel models and Bayesian analysis to machine learning, among many others. Our two General Sessions, comprising more than forty classes, are offered in a dual-mode format with in-person instruction on the University of Michigan campus and livestream via Zoom.

We also offer more than forty Topical Workshops, most offered online-only.

You will work with a small, highly efficient staff. We are a service-oriented organization with a lot of public interaction, and you will be a visible first contact for potential participants who want to learn more about us. Another primary responsibility is assistance with the Summer Program registration portal, including content updates, participant payments, troubleshooting, and communications. You will also assist with coordinating Program events, including reserving venues, placing catering orders, and ensuring events run smoothly.

The Summer Program’s instructional staff is composed of more than 100 prominent social and behavioral scientists representing a variety of disciplines and different academic institutions. You will provide instructional support as they organize their courses in the University of Michigan environment.

Finally, you will get the chance to assist with outreach and promotions, including exhibiting at academic conferences throughout the US.

You will report to Stephanie Carpenter, Summer Program Assistant Director.

• Respond to email and phone inquiries about the Summer Program
• Manage participant registration in Cvent registration software
• Assist with processing applications and awards for Summer Program scholarships
• Prepare participant materials and communications in advance of, during, and after the Program, including workshop emails, participant and instructor handbooks, ad hoc communications, and certificates of participation and grade-letter memoranda
• Assist with travel, housing, and stipend arrangements for scholarship recipients
• Coordinate on-campus parking passes for participants and faculty
• Additional participant assistance as needed

• Help facilitate planning for a range of events, including welcome receptions, informal luncheons, networking events, research talks/presentations, and weekend picnics
• Work closely with Summer Program staff, participants, and faculty to plan for catering, hosting, venues, and other event details
• Provide technical support to presenters using facility computers, projectors, sound, etc.
• Assist with announcing events
• Assist with event budget projections and monitor hosting budgets
• Manage and reconcile Pcard expenses
• Manage and update events calendar

• Provide general instructional administrative support for Summer Program courses
• Assist with sponsored workshop application process and notifications
• Assist with updating class and faculty information in the registration portal
• Assist with travel and lodging arrangements for instructional staff
• Help prepare and send teaching evaluation reports

• Provide front-line office support
• Assist with supplies inventory and purchasing
• Assist with maintaining organization of shared drive spaces
• Other administrative and clerical duties as assigned

• Attend and exhibit at professional conferences and other marketing/outreach events
• Assist with other ICPSR membership and marketing/communications projects as assigned

• 2-3 years of progressively responsible professional experience with direct administrative responsibilities
• At least one year of experience coordinating professional/academic events
• Intermediate to advanced competency in Microsoft Office suite, or the equivalent, and/or database querying tools as well as database management software
• Demonstrated ability to work cooperatively with other staff in a team-oriented work environment
• Excellent communication skills, both oral and written, and the demonstrated ability to communicate with a large and diverse group of people
• Proven organizational skills and attention to detail
• Demonstrated ability to manage many tasks concurrently and set priorities to meet…