Administrative Assistant, Intermediate

Job Title

The Administration department in Information and Technology Services (ITS) is seeking a highly motivated, proactive self-starter who takes initiative and thrives in a fast-paced, dynamic environment.

This full-time position is responsible for managing the System Operations Division within the ITS Administration & System Operations department. It also provides administrative support to Facilities, Purchasing & Contract functions. The ideal candidate is resourceful, detail-oriented, and able to anticipate needs, solve problems independently, and follow through on tasks with a high level of accountability. This position calls for a quick learner who can master new systems and processes, remain flexible as priorities shift, and reliably provide high-quality support while balancing multiple responsibilities.

The successful candidate will demonstrate strong organizational and communication skills, sound judgment, and a commitment to providing excellent service to internal stakeholders, including senior leadership. This position is well-suited for an individual who is driven, collaborative, and eager to contribute to a high-performing team.

The Administrative Assistant reports directly to the Administrative Specialist to ensure comprehensive support across the department.

Administrative Support:

• Manage complex calendars, including scheduling meetings and resolving conflicts
• Coordinate and schedule interviews for candidates and hiring teams
• Process onboarding and offboarding TDx tickets for new hires and departing staff
• Maintain and manage Dome Room reservations
• Track and support timekeeping processes
• Attend Lead Team meetings and record accurate meeting notes and action items

Operations & Coordination:

• Coordinate temporary hires, including logistics and onboarding support
• Assist with planning and execution of All Staff meetings and departmental retreats
• Provide general administration support to ensure smooth daily operations

Event Planning & Travel:

• Coordinate travel arrangements in compliance with procurement policies, ensuring cost-effectiveness, safety, and adherence to guidelines
• Assist with event planning, including logistics, preparation, and post-event wrap-up
• Provide hosting support for meetings and events as requested

Financial & Procurement Support:

• Maintain and use a Purchase Card in accordance with procurement policies
• Reconcile expense reports accurately and in a timely manner
• Support purchasing and contract-related administrative processes

• High School Diploma or equivalent
• 2 to 4 years of Administrative Support experience.
• Proficiency with Microsoft Office and Google Suite.
• Strong organizational and time management skills
• Excellent written and verbal communication
• Attention to detail and accuracy
• Ability to multitask and prioritize tasks
• Strong problem-solving skills
• Professional customer service skills

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.

PHYSICAL DEMANDS/WORK ENVIRONMENT

• Punctual, regular, and consistent attendance is required, including maintaining an on-site presence a few days per week as part of a hybrid work arrangement
• Average mobility to move around an office environment
• Able to conduct a normal amount of work at a computer
• Ability to move and transport items up to 20 pounds
• Ability to travel to various locations on and off campus
• May require maintaining own high-speed residential connectivity service
• Responsible for protecting data and information from unauthorized release or from loss, alteration, or unauthorized deletion; and, following applicable regulations and instructions regarding access to computerized files, release of data, etc., as stated in a computer access agreement, which the incumbent signs.

Benefits at the University of Michigan

• Generous time off
• A retirement plan that provides two-for-one matching contributions with immediate vesting
• Many choices for comprehensive health insurance
• Life insurance
• Long-term disability coverage
• Flexible spending accounts for healthcare and dependent care expenses
• Dental and Vision Insurance
• Parental and Maternity Leave

The University of Michigan is an Equal Opportunity Employer. We are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants, including protected veterans and individuals with disabilities.