Administrative Assistant Intermediate

Office Management And Administrative Duties

This position will provide Office Management and Administrative Duties for both Student Life Budget & Finance (SLBF) and Student Life Technology Solutions (SLTS), with an average of 50% of time devoted to SLBF and 50% to SLTS. The financial and purchasing tasks listed below will be carried out for both departments and their Directors.

Responsibilities:

35% - Administrative Duties

• Assist and advise on physical and electronic file management; help organize and curate SLTS's digital presence, projects, and operational files
• Plan and organize events as needed
• Organize meetings that are large or cross between Michigan Medicine and the Central campus calendars
• Manage keys and physical access to office space and scheduling system (based on building)
• Make travel arrangements for unit staff as required
• Prepare periodic reports for senior management to review
• Initiate Housing and Plant trades work orders into University systems and follow up as necessary
• Coordinate hiring process for student interns, temporary, and permanent employees, including scheduling, paperwork, etc.

30% - Program Administration

• Coordinate with Information and Technology Services (ITS) and Student Life units to manage the current inventory of computer hardware and AV equipment
• Work in Team Dynamix (ITS ticketing system) to submit tickets and technology orders
• Work in conjunction with staff in Trello to process onboarding and offboarding cards
• Collaborate with Student Life departments and external vendors to coordinate AV equipment upgrades each fiscal year and assist AV staff by scheduling appointments with vendors as needed.

15% - Routine Office Duties

• Manage electronic calendars, schedule meetings/appointments, follow up on all schedule-related issues, and manage voice/electronic/written correspondence for unit leadership for both SLTS and SLBF
• Create and manage Excel spreadsheets by entering and updating data, developing and utilizing formulas, and implementing scripts to automate processes and enhance data analysis for both SLTS and SLBF
• Manage office equipment and supplies
• Foster a positive and inclusive workplace environment
• Coordinate maintenance and repair of office equipment and University vehicles
• Oversee student staff to perform typical office duties such as:
• Processing of mail, packages, and emails, and processing and routing of phone calls for the department, and greeting guests
• Maintenance of office and conference room spaces and office files
• Creation of department-related communications for digital signage, including electronic documents

10% - Purchasing Duties (for both departments)

• Perform routine purchasing transactions for office supplies, computer peripherals, and other items as directed by SLTS/SLBF leadership
• Monitor contracts for renewal and compliance, and assist in the creation, processing, and administration of service contracts in collaboration with Student Life purchasing

10% - Financial Duties (for both departments)

• Prepare projections of routine expenditures for products used in the office
• Reconcile monthly P-Card transactions
• Assist in reconciling financial records

• Associate's Degree or an equivalent combination of education and experience
• Minimum of 3 years of administrative support experience
• Demonstrated experience in Microsoft Excel
• Demonstrated computer literacy in common Microsoft Office software (Word and PowerPoint), Google Workspace (Gmail, Calendar, Documents, Forms, Sheets, Slides, and Drive), and the ability to learn specialized software
• Excellent communication skills, including the ability to write basic correspondence, use proper grammar, and interact professionally with individuals from diverse backgrounds.
• Familiarity with coordinating with outside vendors and/or contractors.
• Ability to work under pressure, set priorities, exercise initiative, meet deadlines, and work effectively both independently and collaboratively as part of a team

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.

Position Responsibilities Criteria (leadership and behavioral qualities expected in this position):

These are the criteria that the hiring team will be evaluating the candidate for:

• Excellent interpersonal communication, written communication, and customer service skills.
• Excellent organizational, analytical, problem-solving, and decision-making skills.
• Attention to detail, a high degree of accuracy, a commitment to confidentiality, and balance multiple simultaneous projects
• Ability to balance multiple competing priorities, meet deadlines, and adapt to changing demands and priorities.
• Ability to work independently and to contribute and collaborate effectively as a team member.
• Ability to take initiative in all areas of…