Region Support Admin Assistant

Job Summary

The Maintenance-Regions Department within Facilities & Operations is seeking an additional Administrative Assistant for our North Campus Region. This position will consist of supporting North Campus Region on the Gerald Ford Library service level agreement. FBI clearance will need to be granted due to the Library being a federal government building.

• Enter all leave, on-call & overtime time cards for staff; verify daily time cards and attendance
  
  Review daily assignments and log sheets
  
  Order materials and office supplies for the department
  
  Prepare invoices and journal entries
  
  Correspond with vendors on billing issues
  
  Distribute department mail Schedule meetings
  
  Responsible for overtime calling and recording for union employees
  
  Post overtime charts weekly
  
  Facilitate scheduling of staff overtime
  
  Report staff overtime worked and refused
  
  Maintain Region Metrics Board Prepare and distribute staff communication as requested.
  
  Capture minutes for various meetings and distribute to participants
  
  Create key requisitions for staff
  
  Monitor Region key cabinet, issue and return keys, conduct periodic inventories of keys in cabinet
  
  Maintain Region calendars (Monitor on-call calendar and update All Region Calendar)
  Maintain Region vehicle list, issue and return spare vehicle keys Provide support to the Regions as needed including overtime polling
  
  Run reports
  
  Other miscellaneous administrative support as needed

• High School diploma or equivalent.
  
  Minimum two (2) years administrative office experience.
  
  Proficiency in MS Office, specifically Word and Excel.
  
  Excellent written and verbal communication skills.
  
  Ability to exercise independent judgement and employ basic reasoning skills.
  
  Ability to multi-task and set priorities.
  
  Ability to work under pressure.
  
  Must be detail-orientated, accurate and able to work independently, as well as in a team effort.
  
  Must be able to fulfill the requirements necessary to drive a University vehicle.

• Associates Degree, including courses in business practices, or an equivalent combination of education and experience.
  
  Proficiency with Google Mail and Calendaring, Google Drive, and M-Pathways (People Soft).Experience using a computerized maintenance management system (CMMS) such as AiM/FMS or Maximo.
  
  Experience with payroll and timekeeping.
  
  Experience using Casper and Concur.
  
  Experience working in a maintenance environment.
  
  Reasonable knowledge of University policies, procedures and regulations.
  
  Familiarity with the UM Skilled Trades and AFSCME collective bargaining agreements.
  
  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.

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.

The shift for this position will be Monday - Friday, 7:00 am - 3:30 pm. However, the candidate may have to work past 3:30 p.m. if necessary.

Facilities and Operations is a positive organization dedicated to the principles of being respectful, collaborative, solutions-based, and proactive.

The University of Michigan conducts background checks on all job candidates upon acceptance of a contingent offer and may use a third party administrator to conduct background checks. Background checks will performed in compliance with the Fair Credit Reporting Act. Due to this position supporting a federal government contract, FBI clearance will need to be completed.

Job openings are posted for a minimum of seven calendar days. The review and selection process maybegin as early as the eighth day after posting.

This opening may be removed from posting boards and filled anytime after the minimum posting period has ended.

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.