"Administrative Assistant Intermediate"

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.

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

Position Responsibilities Criteria

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.

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.