"Administrative Specialist"

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.

Reporting to the Assistant Vice President and Staff Ombuds, the Administrative Specialist will provide administrative assistance to office leadership and staff, manage sensitive information to ensure privacy in all interactions, contribute to process improvements, and foster a positive, service-oriented atmosphere by exemplifying integrity and a proactive problem-solving, service-focused attitude.

Administrative Support for Assistant Vice President/Staff Ombuds (45%)

• Manage administrative processes supporting daily departmental operations
• Manage calendar oversight, travel arrangements, expense reconciliation, meeting agendas, draft correspondence and various documents, and phone coverage
• Represent the Staff Ombuds office on various committees and participate in university and division-wide initiatives
• Proactively anticipate and plan for projects that impact the AVP/Staff Ombuds schedule and priorities
• Exercise independent judgment in business operations, and ensure preparedness for meetings and events

Customer Relations and Office Administration (30%)

• Serve as first point of contact and respond to confidential and complex customer inquiries with tact and impartiality
• Support process improvement initiatives to enhance office efficiency
• Track and reconcile P-Card expenses using Concur; process HR transactions in compliance with university policies
• Administer and track the department's budget
• Serve as the main office contact for facility and equipment needs, working with building management and U-M departments
• Prepare and process staff appointments and maintain HR related records
• Perform other duties as assigned

Project Management and Event Coordination (25%)

• Oversee marketing initiatives, outreach, and communications for Ann Arbor and Michigan Medicine campuses
• Manage data collection, generate reports, and facilitate the distribution of trend analyses
• Coordinate advisory committee group from central campus and Michigan Medicine to identify gaps in ombuds services
• Develop presentations (PowerPoint) to deliver to audiences across the enterprise
• Maintain office processes and update website content
• Lead special projects and focus groups, including the organization of ombuds conferences, workshops, and symposiums

Required Qualifications

• Bachelor's degree (advanced degree preferred)
• Minimum of five years relevant administrative experience
• Demonstrated understanding of diverse cultures and perspectives
• Excellence in both formal and interpersonal communication
• Ability to handle sensitive and confidential matters with discretion, initiative, independent judgement, and diplomacy
• Proven track record of integrity and proactive problem-solving skills
• Exceptional ability to remain calm in stressful and sensitive situations
• Willingness to collaborate with campus resources and actively engage in professional associations

Preferred Qualifications

• Experience working at a large academic research university
• Knowledge of U-M policies and procedures

Occasional travel throughout campus and buildings for meetings and information gathering is expected.

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.

The University of Michigan is an equal employment opportunity employer.