Administrative Assistant Inter

Administrative Assistant for the Women in Science and Engineering Residence Program (WISE RP)

The Administrative Assistant for the WISE RP is primarily responsible for supporting and assisting with the actualization of all initiatives that allow the program to fulfill its mission. The Administrative Assistant of the WISE RP is an essential member of the leadership team composed of the program director, associate director, academic project and events coordinator, graduate assistant, and graduate student instructor, and serves as the first line of engagement and support to the students in the program.

The environment is student facing/centered, fast-paced, and requires on-the-spot problem-solving along with well-developed organization and communication skills. This position reports to the Director of the WISE RP and is full time/in person with potential for a hybrid work schedule (e.g., 4 in person/1 remote). Some weekend and evening work is required.

40% Administrative

• Provide primary administrative and clerical support for the WISE RP. Perform day-to-day office duties, including answering the phone, responding to email inquiries and general program correspondence, and maintenance of program spaces & supplies.
• Manage all phone, email, and mail correspondence, responding independently or routing as appropriate.
• Manage calendars, including scheduling meetings and resolving conflicts.
• In coordination with LSA HR, assist in the processing of temporary and work study student employment and timekeeping.
• Attend required meetings with internal and external collaborators, including WISE RP leadership team, Mosher-Jordan building team, and the Michigan Learning Community group.
• Represent WISE RP at various on- and off-campus events and meetings.
• Develop and maintain program MCommunity groups, program calendars, program internal databases, and program documents.
• Prepare information for reports, conferences, and meetings as requested.
• Prepare and distribute stewardship acknowledgments to donors
• Coordination of solicitation logistics and communication with LSA Advancement.
• Created databases for tracking WISE RP student, administrative, alumni, and donor data
• Other duties as assigned.

20% Financial Responsibilities

• Maintain and reconcile detailed budgets and provide regular (monthly and quarterly) updates, in partnership with the LSA Financial Analyst and the Shared Services Center.
• Maintain, use, and reconcile a Purchase Card in accordance with procurement policies.
• Track all department expenses, scholarships and gifts, handle financial reconciliation, and make approved purchases
• Make approved purchases and maintain records in LSA's Online Purchasing System (OPS).
• Work with the LSA Financial Analyst and the Shared Services Center, assisting with annual budget, quarterly review, monthly reconciliation responses, and ad hoc questions from various LSA staff and WISE RP students.
• Monitor expenditures and complete approved purchases in accordance with all university guidelines and procedures.
• Process transportation requests for guests and program activities in compliance with procurement policies, ensuring cost-effectiveness, safety, and adherence to guidelines for staff, student staff, and alumni guests.
• Working with the Shared Services Center, submit travel expense reports, monthly Concur and P-Card statements, and non-P.O. vouchers.
• Partner with LSA UGED Events and Communications to purchase branded merchandise.

15% Event Support

• Provide logistical support for hosting events, meetings, and retreats, including coordinating use of facilities, services, equipment, supplies, and refreshments.
• Assist with event logistics, preparation, and post-event wrap-up
• Procure supplies and refreshments for events and meetings ranging from 6 to 150 guests.
• Partner with vendors for special events, including catering, activities, etc

10% Student Support

• Create a welcoming student-centered office environment within the residence hall.
• Work with student leaders on program events and logistics
• Monitor student compliance with program requirements.
• Correspond with students via email, Slack, Google Calendar, and Email Octopus in partnership with…