Admin Assistant, Intermediate

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.

Job Summary

Department Summary:

Michigan Dining is comprised of nineteen on-campus cafes and markets, nine residential dining halls, Michigan Bakery, and the Michigan Catering unit. Our 500 professional and 1,200 student employees are committed to creative, healthy, and nutritious foods, international cuisines, and sustainability throughout all dining operations.

Position Summary:

Performs a variety of professional and administrative support to Michigan Dining Assistant Directors/Managers/Executive Chefs. Administers financial functions including, billing for Michigan Dining vendors and internal campus departments as well as Pcard and Statement of Activity (SOA) reconciliation, purchasing and revenue and expense tracking and reporting. Supports and trains department professional, AFSCME, temporary and student staff using specialized software

Responsibilities
* General Office Support (50%)

* Assists callers who may be students, faculty, staff, parents, vendors, catering clients or other guests and members of the campus community.

* Provides support for Michigan Dining in a multi-unit environment. Manages calendars for assigned professional staff and departmental calendars for special events, unit specific visitors and shared room resources. Manages mail distribution and orders office supplies. Makes travel arrangements as required. Coordinates meetings and agendas, takes meeting notes as required. Serves on search committees.

* Coordinates service requests for maintenance, IT, phones, business cards, and other common office needs.

* Creates, organizes and maintains office files, systems, email groups and online directories. In partnership with other administrative assistants reviews and maintains information on sections of the public MDining website, staff intranet and shared drives.

* Supports units by making point of service displays and labels. Proofreads communications and marketing materials for accuracy and grammatical correctness.

* Recruits, hires and supervises student office staff.

* Support departmental initiatives that foster student engagement, belonging, and an inclusive departmental culture.

Financial Administration (30%)

* Records sales, food costs and labor costs. Maintains and reconciles tracking reports for Michigan Dining.

* Validates timekeeping records for bargained for staff; corrects errors and resolves inconsistencies and irregularities. Validates and approves time stamps for temporary employees; reconciles reports provided from temporary employment services.

* Reviews catering contracts for multiple facilities and maintains data in event management system to ensure accurate billing. Resolves billing data inconsistencies and concerns with internal and external customers; reconciles process to confirm all contracts have been billed and funds received.

* Coordinates staff Pcard applications and reconciles Pcards statements for professional staff. Trouble-shoots problems and irregularities with individual employees and Concur/Pcard Office.

* Reviews and makes corrections to payroll.

* Processes financial transactions, maintains financial records and prepares routine management reports. Generates monthly SOA reports for Administrative Services functions; reviews for accuracy and reports inconsistencies to management. Prepares reports and spreadsheets as requested. Tracks invoices and assists vendors inquiring about payment for goods and services.

Systems Support (20%)

* Supports and assists Michigan Dining staff with general troubleshooting and questions regarding basic FSS, Net Catering and Event Master Modules.

* Trains management and support staff on Event Master, Net Catering and other CBORD modules. Provides assistance with training and orienting new employees to Google mail, calendars, contacts, drive and the Michigan Dining web site and staff intranet, as well as shared drives and folders.

Other duties as assigned.

Required Qualifications
* * High School education diploma or an equivalent combination of education and a minimum of 2 years of administrative support experience.

Desired Qualifications
* * Experience with M-Pathways and U-M and/or Student Life HR processes.

* Previous experience in the food and beverage industry.

* General knowledge of catering services and business procedures operations.

Modes of Work

Positions that are eligible for hybrid or mobile/remote work mode are at the discretion of the hiring department. Work agreements are reviewed annually at a minimum and are subject to change at any time, and for any reason, throughout the course of employment. Learn more about the work modes