Administrative Assistant Senior

We are seeking an Administrative Assistant Senior to join our Enterprise Financial Planning & Analysis (EFP&A) Administrative Services Team. In this role, you will work collaboratively with team members throughout our organization to provide a full range of administrative services for the staff of EFPA. Outstanding initiative, organizational skills, and customer focus with an ability to handle a wide variety of tasks are key characteristics of a successful candidate.

Responsibilities

• Coordinate and manage complex calendars and schedule a broad array of meetings, exercising discretion and judgment as to priorities and effective use of time.
• Prepare a comprehensive range of financial reports, presentations, and communications for use by internal (executive, board, senior leadership, and staff) and external stakeholders.
• Support projects such as budget book, budget requests, and budget to actual and budget planning meeting presentations (presentation, proofreading, distribution, etc.).
• Assist in the development, implementation, and interpretation of routine and emergency unit policies; update emergency procedures as needed; distribute to staff and maintain employee personal emergency information in an Access database with updates each January or as staff roll on and off.
• Assist with annual production of budget book as directed by the project lead, resulting in an electronic annual budget book posted to the university website.
• Distribute and maintain electronic organization of budget memos.
• Distribute Annual Financial CFO Activity; compile documents for distribution to EFP&A team, EVPCFO, VPF, and other staff as requested.
• Review and reconcile statements of activity, purchasing cards, employee expense reports, and gross pay registers.
• Schedule All Staff meetings, request agenda topics and manage agenda and take minutes during meeting.
• Monitor birthdays and anniversaries for all staff and develop celebratory card and distribute via email.
• Run monthly reports from BPC, Business Objects, and Access with distribution to several units.
• Set up and discontinue Zoom phones as needed.
• Meet with new employees and review processes and onboarding checklist/emergency procedures.
• Manage bi-weekly and monthly timekeeping for three units within Finance.
• Gross pay register (GPR) and Statement of Activity (SOA) monitoring and reconciliation. Ensure accuracy and research and resolve discrepancies.
• Use Smartsheet project management tool to track competing priorities and assist financial analysts in achieving deadlines.
• Review, distribute, and track Recharge Rate Memos, extensions, and terminations.
• Provide administrative support for SAP BPC Replacement project.
• Assist with running internal controls reports.
• Perform other duties, as assigned.

Required Qualifications

• Associate degree or the equivalent combination of education and experience from which comparable knowledge and abilities can be acquired.
• Strong working knowledge of PCs and desktop software such as Microsoft Office Suite and Google platform, including Gmail, Docs, and Sheets.
• Excellent organizational skills with strong attention to detail.
• Strong proof reading and editing skills.
• Ability to effectively prioritize a wide range of responsibilities in a dynamic environment and proactively anticipate needs and address concerns.
• Strong customer service orientation, good judgment and flexibility, and demonstrated ability to handle confidential material with tact and discretion.
• Experience assisting colleagues or customers with policies, procedures, and technology.

Desired Qualifications

• Experience working with complex financial and administrative information systems (via Wolverine Access) and database query tools (e.g., Business Objects).
• Familiarity with administrative processes, procedures, and systems at the University of Michigan.
• Experience in M-Pathways Financial and Human Resource Systems, including Business Objects, FIN, nVision, and M-Reports.

We are seeking a dedicated and flexible candidate who can commit to a full-time permanent position. The successful applicant must be available to work at least 40 hours per week. As part of the University of Michigan Finance Division's Future of Work initiative, this position may work onsite or hybrid (both onsite work and remotely) based on the business needs of the position.

The University of Michigan, with an operating budget of $15 billion, is a leader in higher education. The Finance Division reports to the Executive Vice President and Chief Financial Officer and partners with the university community to provide the financial infrastructure essential to being one of the world's greatest public universities. For more information about the Finance Division, please go to www.finance.umich.edu.