"IMSE Administrative Assistant Senior"

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 Department of Industrial and Manufacturing Systems Engineering (IMSE) at the University of Michigan-Dearborn is seeking a highly organized and motivated Administrative Assistant Senior to join our team. This role is essential in supporting departmental operations across human resources, financial processing, and general administration. Reporting to the CECS Director of Business Operations, the ideal candidate will provide administrative support to the IMSE Department Chair and faculty. The successful candidate will demonstrate excellent attention to detail, strong communication skills, and the ability to work independently and collaboratively in a fast-paced academic environment. 

Human Resources (50%)

• Coordinate all faculty, staff, GSRA/GSI, research fellow, LEO lecturer, and student temporary appointments
• Post job openings in eRecruit and faculty ads in Interfolio and on external platforms
• Process a wide range of PAR (Personnel Action Request) transactions
• Prepare new hire paperwork and draft offer letters for GSAs and LEOs each term
• Complete Fraction Calculation forms for GSIs each semester
• Partner with digital team to ensure timely Canvas access for GSIs and graders
• Coordinate hiring paperwork and onboarding process for visiting scholars
• Manage J-1, H-1B, and Green Card processes and maintain visa eligibility records

Financial (40%)

• Process routine financial transactions in accordance with university policies
• Place faculty orders via M-Marketsite and submit purchase requisitions as needed
• Order and maintain office supplies
• Assist with Emburse Enterprise reimbursements for faculty and student employees, and submit Emburse reports for department PCard transactions
• Process reimbursements for visitors, guests, and students, including senior design project expenses

General Administration (10%)

• Assist with scheduling meetings and maintaining calendars
• Ensure functionality of office copiers and printers, including supply management and service requests
• Manage incoming mail and packages and notify faculty of deliveries
• Submit service requests via university dashboards for department needs
• Provide responsive email communication to faculty, students, and visitors
• Other duties as assigned

Required Qualifications

• Bachelor's degree or equivalent combination of education and experience
• Minimum of four years of progressively responsible administrative support experience
• Strong interpersonal skills and ability to work effectively as part of a collaborative team
• Proficiency with Microsoft Office, Google Suite, and comfort with learning new systems
• Experience managing electronic calendars and using video conferencing tools such as Zoom and Google Meet
• Strong organizational skills with the ability to manage multiple priorities and meet deadlines
• High attention to detail and ability to adapt to changing needs

Preferred Qualifications

• Experience with MPathways/Oracle HR, Procurement, and Financial systems
• Prior experience in an academic or higher education setting

The University of Michigan is an equal employment opportunity employer.