Business Services Manager
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.
Department Summary:
The U-M International Center provides a variety of services and programs to assist international students, scholars, faculty and staff at the University of Michigan, as well as U-M students seeking opportunities to study, work, or travel abroad. For more information about the International Center and its services, see http://internationalcenter.umich.edu
Position Summary:
The Administrative Specialist provides a variety of professional and administrative duties in support of the day-to-day operations of the International Center. This position administers budgets, coordinates staff personnel matters, provides administrative support, and ensures effective and efficient general office operations. This position is an FLSA exempt position that reports to the International Center Director.
35% FINANCIAL MANAGEMENT
- Maintain the departmental budget and financial accounts for general, auxiliary, sponsored, designated, gift, and agency funds.
- Analyze complex budget data, make annual and monthly projections, manage and create budget reports.
- Prepare departmental financial data for divisional budget planning and reporting purposes.
- Make data-based recommendations for courses of action regarding budgets and expenditures.
- Monitor, control, and verify departmental revenue and expenses against a variety of restricted and non-restricted accounts.
- Determine and validate departmental fees and recharge rates, complying with Office of Financial Analysis policies.
- Generate standard and ad-hoc financial queries and reports to meet the business needs of the department, communicating them with stakeholders, as appropriate.
- Lead the annual FSIS recharge rate process, including compiling cost and usage data, calculating proposed rates, and preparing documentation for review and approval.
- Manage the p-cards and travel cards held by IC staff by overseeing issuance, reporting, reconciliation, and appropriate usage.
- Oversee and process reimbursements for conference travel, one-time payments, insurance remittance, and other business related transactions.
- Understand and effectively utilize university systems and resources, including Procurement, Shared Services, and Emburse
- Work to decrease costs, streamline redundancies, find efficiencies and promote responsible use of resources within the department.
- Ensure proper Office of Financial Aid and University Development policies are followed when scholarships, stipend payments, or overseas insurance are distributed to students.
- Liaise with the Office of Research and Sponsored Projects for IC grants and contracts, ensuring compliance with policies.
- Oversee responses to annual and special requests on behalf of the IC, including annual Gap Analysis reporting.
- Liaise with Student Life Budget and Finance on budgets, accounting, issues, best practices, and policies.
- Represent the department as Student Life Key Administrative liaison.
- Keep abreast of institutional and divisional financial management policies to ensure IC's compliance. Communicate any changes in processes to staff.
- Assists Director with the development of business cases for new funding as well as estimates for grant or development purposes.
25% HUMAN RESOURCES MANAGEMENT AND STAFF DEVELOPMENT
- Supervise the Front Desk staff to ensure efficient office management, adequate coverage, needs of all IC units are met, excellent customer service delivered, and that relevant policies and procedures are followed
- Coordinate departmental human resources activities, including recruitment, hiring, leaves, termination, salary and disciplinary actions of full-time and temporary employees.
- Coordinate departmental student employment activities, including recruitment, hiring, termination, salary for all student workers, including federal work-study students and temporary student employees.
- Prepare appropriate forms to support departmental human resources activities.
- Develop and maintain departmental policies, procedures, and job descriptions.
- Train new staff members on departmental policies, procedures, equipment, and general office systems.
- Ensure departmental compliance with U-M human resource policies and procedures.
- Plan and facilitate IC all-staff meetings by developing meeting agendas, icebreakers, discussion topics, and identifying/confirming guest speakers; present institutional, divisional, and office updates and key announcements during meetings.
- Organize special team building activities and celebrations for IC staff (e.g., annual picnic, winter holiday luncheon).
- Liaise with Student Life Human Resources on issues, opportunities, best practices and policies.
- Keep abreast of institutional and divisional human resources policies to ensure IC's compliance.
20% OFFICE, ADMINISTRATIVE, AND FACILITIES MANAGEMENT
- Serve as the office manager for the International Center.
- Purchase supplies, equipment, and services for the department, using the appropriate U-M procurement method.
- Manage and coordinate departmental requests for facilities activities (e.g., installations, repairs, moves, cleaning, and maintenance) within U-M and with vendors.
- Identify and report office equipment requiring replacement, and research and select new equipment.
- Manage and coordinate departmental requests for technology services and assistance for computers, copiers, phones, etc.
- Plan physical space needs of the department and coordinate logistics of moves, as needed.
- Manage staff access to building and offices with keys and MCards
- Liaise with other building occupants on building related issues of common interest.
- Support the general administrative needs of the department.
- Perform front desk functions as a back-up when needed.
20% SUPPORT IC DIRECTOR AND IC UNITS
- Manage calendar and scheduling for the Director of the International Center and perform clerical duties on occasion.
- Work with IC Director on cross-unit initiatives, reports, staff development, and communications. spearhead goals related to organizational effectiveness and efficiencies
- Arrange logistics for IC staff events or cross-unit initiatives.
- Work on special projects and programs, including those in support of institutional and divisional efforts, as assigned by the Director.
- Communicate critical information across IC units and provide updates to other units as needed.
- Serve on the Division of Student Life and other committees as assigned.
- Other duties as assigned.
Required Qualifications:
- Bachelor's degree
- Minimum of 2 years of accounting, financial analysis, business administration, financial management, and administrative support experience.
- Experience with spreadsheet, word processing, and presentation applications, including Excel, Word, and PowerPoint.
- Experience developing internal policies and procedures.
Preferred Qualifications:
- Supervisory experience
- Knowledge of the University of Michigan environment and business policies and procedures.
- Demonstrated proficiency with M-Pathways Financials and Human Resources systems MReports and Business Objects.
- Experience planning, giving, or preparing and updating presentations
- Experience with project management
Position Responsibilities Criteria
Skills: Interpersonal, written and verbal communication; organizational; problem-solving and trouble-shooting; and decision-making. Analyze and interpret data. Learn new technology quickly. Advanced Excel database skills.
Abilities: Self-motivated; initiative; take on new tasks and projects; excellent customer service, and discretion. Meet deadlines and adapt to changing demands and priorities. Work independently. Contribute and collaborate effectively as a team member.
Competencies: Intercultural intelligence/cultural humility; advanced technological competencies; multitasking; and attention to detail.
Working Conditions:
Standard office hours: Monday - Friday, 8:00AM to 5:00PM. An occasional early morning or evening. Hybrid
Physical Requirements:
Ability to transport up to 15 lbs and transport items across campus on occasion.
Direct Reports:
Supervise Front Desk staff, contributing to their training and conducting their annual evaluation.
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.
Selected candidates whose start date is 4/1/2026 or after, will not be eligible for the university FY26-27 salary/merit plan unless otherwise notified.
Salary may vary depending on qualifications, experience, and education of the selected candidate.
Relocation will not be offered for this role.
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