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.
The Office of Financial Aid is looking for a senior administrative assistant to support the Assistant Vice Provost for Enrollment Management and Executive Director of Financial Aid (AVP/ED), and perform various administrative functions to support the office. Exercising a high level of initiative, organizational skills, and customer service with an ability to handle a variety of tasks with accuracy are key characteristics of a successful candidate.
This position reports directly to the AVP/ED and may provide general support to OFA leadership. This position is currently required to report to work in the office Monday through Friday, 8 am to 5 pm, to ensure front desk coverage and available customer service.
80% Administrative and operations support
- Provides high-level administrative support to AVP/Executive Director of Financial Aid and the financial aid leadership team. Anticipates conflicts, schedules appointments and meetings, including the preparation of materials and high-profile meetings (e.g., appeals). Assists with documentation and coordination of new processes.
- Responds to general correspondence on behalf of the AVP/ED; handles calls in their absence. Initiates and prepares routine correspondence.
- Reviews, handles, and distributes incoming and outgoing mail. Maintains and organizes the paperwork and files as necessary.
- Manages supply inventory and orders office supplies. Maintains office/computer equipment (printers, copiers, etc.). Initiates tasks to resolve maintenance issues. May serve as facilities assistant.
- Coordinates travel arrangements for the AVP/ED. Prepares, reviews, and reconciles travel and expense reports.
- Arranges university vehicles for outreach staff and conference travel.
- Works with the Associate Director of Business Administration and Budget Analyst in OEM to manage procurement card inventory for OFA. Monitors expenditures on a monthly basis, and assists AVP/ED with procurement card reconciliation as needed.
- Reconciles OFA Statement of Accounts.
10% Human resources support
- Process student and temporary appointment hires, terminations and other HR transactions. Consults with OEM HR Generalists as necessary.
- Schedule interviews, develop candidate packets and greet candidates throughout the search process.
- Assist with new employee (regular and temporary) onboarding for department - review Form I-9, arrange for phone/computer equipment setup and may request appropriate access by position.
- Assists with temporary and student employee offboarding ? process temporary employee termination transaction with OEM HR approval and requests access removal.
10% Manages and/or performs special projects
- Assists AVP/ED with scheduling and coordination details of staff engagement events, meetings and off-site conferences.
- Receive subpoenas and refer them to the Office of General Counsel.
- Other duties as assigned.
- Bachelor's degree or equivalent combination of education and experience.
- Considerable customer service experience and demonstrated knowledge in appropriately handling confidential and sensitive information.
- Progressively responsible professional experience including administrative support.
- Possesses a flexible, problem-solving attitude and a willingness to work successfully in a team environment.
- Excellent verbal and written communication skills.
- Strong working knowledge of Microsoft Office products and Google applications.
- Experience with Zoom or other video conferencing tools.
- Proven experience working with multiple stakeholders, at all levels, with exceptional interpersonal skills.
- Must be self-directed; pay close attention to detail with superior organizational skills.
- Previous experience working in an academic or student services environment.
- Experience with University of Michigan HR and Financial policies, procedures and systems including but not limited to the M-Pathways Financials, Human Resources Management System and Business Objects.
In addition to a career filled with purpose and opportunity, the University of Michigan offers a comprehensive benefits package to help you stay well, protect yourself and your family, and plan for a secure future. Benefits include:
- Generous time off
- A retirement plan that provides two-for-one matching contributions with immediate vesting
- Many choices for comprehensive health insurance
- Life insurance
- Long-term disability coverage
- Flexible spending accounts for healthcare and dependent care expenses
The University of Michigan is an Equal Opportunity Employer. We are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants, including protected veterans and individuals with disabilities.
About University of Michigan - Ann Arbor
A great university is made so by its faculty and staff, and Michigan is recognized as one of the best universities to work for in the country. The Michigan culture is known for engaging faculty and staff in all facets of the university to create a workplace that is vibrant and stimulating.For two consecutive years, the Chronicle of Higher Education has placed U-M in its "Great Colleges to Work For" survey. In particular, the university earns high marks for strong relations between faculty and administrators, a collaborative system of governance, strong pay and benefits, and a healthy work/life balance.
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