Administrative 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 The Nuclear Engineering and Radiological Sciences (NERS) department is seeking an Administrative Assistant to support department faculty and academic affairs and other department administrative functions. Reporting to the Unit Administrator, this position will provide highly responsible administrative support in a fast-paced and dynamic environment. This position will be classified as Hybrid and will be primarily in-person (3-4 days a week in the office) with some flexibility to work remotely more often during slower times of the year. Some flexibility will be required for occasional events occurring during evenings and weekends. Who We Are Michigan Engineers are world-class educators, researchers, students and staff who strive to build a people-first future. As part of a top national public research institution, Michigan Engineering's mission is to provide scientific and technological leadership to the people of the world, develop intellectually curious and socially conscious minds, create collaborative solutions to societal problems, and promote an inclusive and innovative community of service for the common good. Responsibilities* Faculty and Academic Affairs Support (50%)

• Prepare departmental hiring, reappointment, tenure, and promotion casebooks; coordinate communications and administration of related processes
• Manage faculty search processes, which includes providing search committee support, summarizing applicant data, scheduling meetings and arranging candidate visits, and maintaining communications channels within the department and with applicants, and preparing the hiring casebooks
• Coordinate faculty and staff awards processes, ensuring recognition programs are executed timely and effectively
• Administer sabbatical processes, ensuring compliance with departmental and university regulations
• Event Planning/Travel Arrangements (30%)
• Plan, coordinate, and implement logistical aspects of small and large scale departmental events
• Assist faculty and guests with travel arrangements, lodging, parking passes and general reimbursements
• Order catering for meetings, events, and prepare and send flyers/announcements and emails as needed
• Make and track travel arrangements of a highly complex nature (e.g., faculty candidate visits, guest speakers, etc.)
• Find and book event spaces and breakout room locations for events
• Coordinate IT needs/requirements for seminars and events
• Financial (10%)
• Process and submit P-Card statements and out of pocket reimbursements for faculty and staff through the College and University systems (currently Emburse Enterprises)
• Other Administrative Support (10%)
• Perform administrative assignments, sometimes of a confidential nature, for department faculty, staff, students, and guests
• General admin support, such as answering phones, greeting walk-in visitors, creating doodle polls, schedule meetings, mail and packages, etc
• Produce high quality reports, presentations, or other documents as assigned
• Assist in overseeing the physical appearance of the department space to ensure a welcoming and professional environment
• Collaborate with other team members to ensure cross-training and coverage year-round
• Create job aids, How To documents, and procedural guidelines to document policies, procedures and best practices
• Troubleshoot and resolve problems that may arise
• Required Qualifications*

• Bachelor's degree or equivalent combination of experience and education

• Proficiency in Microsoft Office Suite, Google applications, Zoom, and other relevant software
• Exceptional communication, interpersonal skills, and customer service skills
• Experience maintaining confidentiality, exercising discretion, and utilizing appropriate communication methods at various organizational levels
• Strong organizational, problem-solving skills, and attention to detail
• Ability to work collaboratively, multitask, operate within a fast-paced environment and meet deadlines
• Desired Qualifications*

• Familiarity with academic administration and processes

• Knowledge of University of Michigan and College of Engineering policies and procedures
• Background in coordinating complex events and academic processes
• Experience with digital and conventional record-keeping and tracking systems
• Experience with travel and expense system (Chrome River, Emburse)
• Modes of Work

The mode of work for this position is HYBRID. 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. Background Screening 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 are performed in compliance with the Fair Credit Reporting Act. Application Deadline Job openings are posted for a minimum of seven calendar days. The review and selection process may begin 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. U-M EEO/AA Statement The University of Michigan is an equal opportunity/affirmative action employer. Apply tot his job Apply To this Job