Administrative Assistant Assoc Job Ann Arbor area,Michigan USA,Administrative/Clerical

Job Summary

The Department of Mechanical Engineering seeks an Administrative Assistant Associate to provide front office, operational, and event support for faculty, staff, students, and visitors. This on‑site position serves as a welcoming first point of contact for the department and helps ensure the smooth day‑to‑day operation of the main office and shared department spaces.

Responsibilities*

Front Office, Mail/Shipping & Department Operations (40%)

Serve as the department's welcoming first point of contact by greeting visitors, responding to walk‑ins, and directing faculty, staff, students, and guests to the appropriate resources.
Triage the department's shared communications, including phone and email inquiries, and route requests to the appropriate staff member or office.
Support daily mailroom and package processes, including receiving, tracking, sorting, and notifying recipients when items are available for pickup.
Manage conference room reservations and scheduling support, including approving routine requests, placing reservations, and assisting with alternate room options as needed.
Maintain office supply inventory and place routine supply orders as needed.
Monitor office equipment and shared department spaces; submit service requests and help ensure kitchens, coffee areas, and common spaces are stocked and functional.
Maintain basic job aids, checklists, and documentation for front office and operational processes.
Provide back‑up coverage during absences, peak periods, or as assigned to support department operations.
Route shipping requests to the appropriate University tools or contacts, such as ESHIP, and retain required documentation.
Facilitate specialized shipping needs, including hazardous material shipments or international shipping questions, to trained staff or appropriate University offices.

Purchasing, Reimbursements & Administrative Transaction Support (30%)

Assist with routine department purchasing requests through Amazon, M-Marketsite, web vendors, purchase orders, and/or PCard, following established department and University procedures.
Maintain purchasing documentation, including receipts, order confirmations, packing slips, and other supporting materials needed for reconciliation and recordkeeping.
Update and track order status in department systems, including OPS, as assigned.
Assist with routine reimbursement requests by gathering documentation, communicating with requestors, and following up on missing information.
Assist with returns and RMAs by gathering documentation and coordinating with requestors and vendors as directed.
Coordinate with department staff, Accounts Payable, and the Shared Services Center as directed to help resolve routine invoice, payment, or documentation issues.
Provide support for People Pay, honoraria, or other routine payment processes as assigned and with guidance.

Event, Visitor & Meeting Support (30%)

Provide logistical support for department seminars, meetings, events, and visitor hosting.
Assist with room reservations, catering/food orders, parking requests, transportation arrangements, and event supplies.
Help prepare and distribute event materials, announcements, itineraries, and related communications.
Provide day‑of event support, including greeting guests, helping with room setup, supporting hybrid/Zoom logistics, and troubleshooting routine issues.
Assist with visitor hosting logistics, such as coordinating schedules, gathering travel details, and supporting reimbursement documentation.
Provide support for recurring department events and programs as assigned.

Required Qualifications*

High school diploma or equivalent.
At least 1‑2 years of administrative, office, customer service, or related experience, or an equivalent combination of education and experience.
Experience communicating verbally with a variety of individuals, such as faculty, staff, students, visitors, vendors, or other customers, to gather information, answer routine questions, and provide service‑oriented support.
Experience communicating information clearly and professionally in writing, such as responding to email inquiries, preparing brief updates, sending event or meeting…