ITS Administrative Assistant, Intermediate

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Competitive salary available based on qualifications, experience and education of the selected candidate.

The Administration department in Information and Technology Services (ITS) is seeking a highly motivated, proactive self-starter who takes initiative and thrives in a fast-paced, dynamic environment. This full-time position is responsible for managing the System Operations Division within the ITS Administration & System Operations department. It also provides administrative support to Facilities, Purchasing & Contract functions. The ideal candidate is resourceful, detail-oriented, and able to anticipate needs, solve problems independently, and follow through on tasks with a high level of accountability. This position calls for a quick learner who can master new systems and processes, remain flexible as priorities shift, and reliably provide high-quality support while balancing multiple responsibilities.

The successful candidate will demonstrate strong organizational and communication skills, sound judgment, and a commitment to providing excellent service to internal stakeholders, including senior leadership. This position is well-suited for an individual who is driven, collaborative, and eager to contribute to a high-performing team.

The Administrative Assistant reports directly to the Administrative Specialist to ensure comprehensive support across the department.

Administrative Support

• Manage complex calendars, including scheduling meetings and resolving conflicts
• Coordinate and schedule interviews for candidates and hiring teams
• Process onboarding and offboarding TDx tickets for new hires and departing staff
• Maintain and manage Dome Room reservations
• Track and support timekeeping processes
• Attend Lead Team meetings and record accurate meeting notes and action items

Operations & Coordination

• Coordinate temporary hires, including logistics and onboarding support
• Assist with planning and execution of All Staff meetings and departmental retreats
• Provide general administration support to ensure smooth daily operations

Event Planning & Travel

• Coordinate travel arrangements in compliance with procurement policies, ensuring cost-effectiveness, safety, and adherence to guidelines
• Assist with event planning, including logistics, preparation, and post-event wrap-up
• Provide hosting support for meetings and events as requested

Financial & Procurement Support

• Maintain and use a Purchase Card in accordance with procurement policies
• Reconcile expense reports accurately and in a timely manner
• Support purchasing and contract-related administrative processes

• High School Diploma or equivalent
• 2 to 4 years of Administrative Support experience.
• Proficiency with Microsoft Office and Google Suite.
• Strong organizational and time management skills
• Excellent written and verbal communication
• Attention to detail and accuracy
• Ability to multitask and prioritize tasks
• Strong problem-solving skills
• Professional customer service skills

PHYSICAL DEMANDS/WORK ENVIRONMENT

• Punctual, regular, and consistent attendance is required, including maintaining an on-site presence a few days per week as part of a hybrid work arrangement
• Average mobility to move around an office environment
• Able to conduct a normal amount of work at a computer
• Ability to move and transport items up to 20 pounds
• Ability to travel to various locations on and off campus
• May require maintaining own high-speed residential connectivity service
• Responsible for protecting data and information from unauthorized release or from loss, alteration, or unauthorized deletion; and, following applicable regulations and instructions regarding access to computerized files, release of data, etc., as stated in a computer access agreement, which the incumbent signs.

Benefits at the University of Michigan

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
• Dental and Vision Insurance
• Parental and Maternity Leave