Administrative Assistant Assoc

How to Apply

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.

Who We Are

At Michigan Engineering, we develop the talent and technologies that move society forward and serve our state and national interests. Through discovery and innovation, we create the foundational knowledge and practical technologies to solve not only today's most pressing challenges, but also power industries and change lives. Our programs and community are designed to promote personal well-being and achievement - enabling everyone to unlock their potential and contribute with confidence.

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 include greeting and assisting visitors, triaging phone and email inquiries, supporting mailroom and package notification processes, maintaining office supplies and equipment, assisting with conference room reservations, and providing logistical support for department events. The position may also assist with routine administrative tasks, purchasing and reimbursement support, and other duties as assigned.

The successful candidate will be organized, dependable, customer-service oriented, and able to manage multiple tasks in a busy academic environment. This role requires attention to detail, effective communication, follow-through, and the ability to work collaboratively with faculty, staff, students, and guests. We seek a team member committed to fostering a diverse, equitable, and inclusive environment for all members of our community.

Responsibilities
* 1) 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.

2) 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…