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University of Michigan

Administrative Assistant Inter Job at University of Michigan in Ann Arbor

University of Michigan, Ann Arbor, MI, United States

Administrative Assistant Inter

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How to Apply

Candidates should submit the following as one document:

  1. Cover Letter / Letter of interest

  2. Resume

  3. One page statement that discusses/shares a recent experience; what was learned from this experience, and what you did with what you learned.

In order for the Career Portal system to accept a cover letter and one page statement, please include these as a page of your resume document.

Job Summary

Serve as a member of a team that provides complex operational and administrative support to faculty and professional staff. Provide administrative support to faculty for purchasing utilizing PCard and for travel/hosting reimbursements. Provide general administrative support to the School of Social Work faculty and administration. Requires extensive use of Google and Microsoft applications for correspondence, course outlines, reports, and class materials; Operate and maintain office equipment to include copiers, fax machines, scanners and shredders. Retrieve and deliver mail; process documents as requested.

Responsibilities*

Primary Responsibilities :

  • Preparing and processing Chrome River reimbursement requests, acting as delegate for faculty and staff.

  • Preparing and processing expense and hosting reports (TBHER).

  • Coordinating travel arrangements for faculty, staff, and their students.

  • Purchasing activity including ePro requisitions, non-purchase order vouchers, purchase orders,PCard purchases, M-Marketsite orders, Printing Services requests, etc.

  • Reconciling own P-card monthly.

  • Assisting suppliers with inquiries pertaining to invoices and subsequent payment of invoices.

  • Investigating late shipments and delinquent orders of supplies, materials and equipment purchased.

  • Preparing shipping labels through Campus Ship/UPS/USPS.

  • Ordering books and supplies to support instructors teaching.

  • Purchasing supplies and maintaining general supplies for the School.

  • Managing phone calls.

  • Distributing temporary parking passes for guests; reconcile parking pass activity.

  • Coordinating maintenance and repair requests on office equipment.

  • Processing incoming and outgoing mail.

Other duties may include:

  • Making copies as requested by faculty to support classes.

  • Daily monitoring of the Faculty/Staff lounges and copy rooms.

  • Assisting the Facilities unit as needed.

  • Performing other ad hoc duties as requested.

  • Act as facilities assistant as needed by performing the following.

  • Provide follow-up support by carrying 2-way communication radio.

  • Respond to copier issues and troubleshoot office equipment as needed.

  • Coordinate maintenance and repair requests on office equipment.

  • Investigate late shipments and delinquent orders of supplies, materials and equipment purchased.

  • Routinely move classroom equipment and boxes up to 75 pounds.

  • Serve as a member of the Building Incident Response Team(BIRT).

  • Assisting with planning of events for committee, faculty and staff events.

  • Ability to ascend and descend stairs.

  • Frequently move and/or position objects weighing up to 40 lbs.

Desired Qualifications*

  • Computer literacy with proficiency in Google and Microsoft Applications for correspondence.

  • Strong interpersonal skills, including the ability to work effectively and professionally with the large and diverse University community as well as external constituents.

  • Excellent oral and written communication skills. Demonstrated organizational skills to follow-through, plan, and organize and manage a large and diverse workload with excellent attention to detail and ability to meet deadlines in a timely manner.

  • Ability to work, problem solve and make decisions with limited supervision.

  • Two or more years of experience in general office work.

  • Bachelor's degree preferred with two years of administrative experience.

  • Ability to establish and maintain positive and cooperative relationships with students, staff, faculty and colleagues at the School of Social Work and at partner institutions.

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 (https://hr.umich.edu/working-u-m/my-employment/ways-we-work-resource-center/ways-we-work-implementation-group/modes-work) .

Available to work 8am - 5pm Monday - Friday.

This is an in-person position at the School of Social Work in Ann Arbor, Michigan. However, with supervisor approval, many staff are generally allowed to work a hybrid/flexible schedule aligned with the School's Policy on Flexible Work.

Additional Information

Candidates for this position must be legally authorized to work in the United States. Visa sponsorship is not available for this position.

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.

Job Detail

Job Opening ID

256888

Working Title

Administrative Assistant Inter

Job Title

Administrative Assistant Inter

Work Location

Ann Arbor Campus

Ann Arbor, MI

Modes of Work

Onsite

Hybrid

Mobile/Remote

Full/Part Time

Full-Time

Regular/Temporary

Regular

FLSA Status

Nonexempt

Organizational Group

School Social Work

Department

School of Social Work

Posting Begin/End Date

11/13/2024 - 11/27/2024

Salary

$43,000.00 - $46,000.00

Career Interest

Administration

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