Administrative Assistant Intermediate

Administrative Assistant Intermediate

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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 :

Student Life Technology Solutions (SLTS) provides all technology-related activities for Student Life. SLTS has 27 full-time employees. Student Life Budget & Finance (SLBF) provides for all financial activities for Student Life. SLBF has 27 full-time employees.

Student Life Technology Solutions enhances the student experience by collaborating with Student Life and campus partners to deliver innovative technology solutions. The team prioritizes building strong relationships with Student Life units, gaining deep insight into their needs, and providing customized support while leveraging efficiencies where appropriate. SLTS key functional areas include Operations and Infrastructure, Web and Applications, Project Management, and Business Intelligence.

Position Summary :

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 80% of time devoted to SLTS and 20% of time devoted to SLBF. 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

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 TeamDynamix (ITS ticketing system) to submit tickets and technology orders

Collaborate with Student Life departments and external vendors to identify AV equipment requiring upgrades each fiscal year.

Coordinate with Student Life Technology Services (SLTS) staff to schedule and implement the upgrade process.

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

10% - Financial Duties (for both departments)

Prepare projections of routine expenditures for products used in the office

Process purchase orders, P-Card transactions, and service contract payments using M-Pathways

Assist in reconciling financial records

Required Qualifications

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

Ability to work under pressure, set priorities, exercise initiative, meet deadlines, and work effectively both independently and collaboratively as part of a team

Valid US Driver's License

Desired Qualifications

Previous experience and proficiency with M-Pathways, Concur, and other University systems

Previous experience with Adobe products

Previous experience using a ticketing system (Service Now, TeamDynamix)

Previous experience coordinating with outside vendors and / or contractors

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 thework modes () .

Additional Information

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 responsibility.

Ability to work in a diverse environment and be sensitive to multicultural issues

Ability to be flexible to changing priorities and work effectively in dynamic environments.

Ability to manage multiple tasks, prioritize responsibilities, and meet deadlines consistently.

Financial / Budgetary Responsibility :

Prepare projections of routine expenditures for products used in the office.

Interface with M-Pathways, process purchase orders, P-Card transactions, and service contract payments.

Assist in reconciling financial records.

Working Conditions :

• This position involves working 40 hours per week, Monday through Friday, with a flexible schedule between 7 : 30 AM and 5 PM. The role is primarily office-based, with the possibility of working from home one day per week. Occasionally, you may be asked to assist with coordinating logistics for evening or weekend events.

Physical Requirements :

May require sitting for long periods of time. Ability to receive directly and retrieve mail / packages from the mailroom, of up to 25 pounds. Ability to drive and navigate Ann Arbor and the campus to make periodic deliveries to various campus buildings.

Direct Reports :

N / A

Additional Information

This role may have reporting obligations under Title IX and Clery.

Authorization to work in the U.S. is a precondition of employment and applicants for this position will not be sponsored for work visas.

Salary may vary depending on qualifications, experience, and education of the selected candidate.

Relocation will not be offered for this role.

#studentlife

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 Statement

The University of Michigan is an equal employment opportunity employer.

Job Detail

Job Opening ID

270702

Working Title

Administrative Assistant Intermediate

Job Title

Administrative Assistant Inter

Work Location

Ann Arbor Campus

Ann Arbor, MI

Modes of Work

Onsite

Full / Part Time

Full-Time

Regular / Temporary

Regular

FLSA Status

Nonexempt

Organizational Group

Dsa Central Administ

Department

SL Technology Solutions

Posting Begin / End Date

11 / 10 / 2025 - 12 / 01 / 2025

Salary

$39,650.00 - $44,100.00

Career Interest

Administration

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