OSA Senior Administrative Assistant

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 Student Affairs (OSA) empowers all Michigan Engineering students to thrive. We use collaborative, innovative, and equity-centered approaches to support students' academic, professional, and personal development. We help students maximize their Michigan Engineering experience, achieve their goals, and make a positive contribution to society through people-first engineering.

Providing administrative support to the Executive Director for Student Affairs and directors within the OSA suite, the OSA Senior Administrative Assistant serves as the first point of contact for the OSA office, routinely interacting with a broad set of stakeholders, including current and prospective students, families, visitors, faculty, executive leaders, and staff in a fast-paced, high-volume work environment. This position is integral to operations, project management, communications, event planning, and administrative workflows of an organization of approximately 45 full-time staff, and supports special projects including but not limited to the Summer Undergraduate Research Experience (SURE) program and other student programs.

Administrative Support

• Serve as the first point of contact for the OSA office, providing administrative support, greeting and hosting visitors, and managing main office email and phone communications. Resolve routine and complex inquiries by researching issues, distributing information, and ensuring consistent, high-quality customer service.
• Provide holistic administrative and organizational support, including complex calendar management, scheduling, space reservations, and coordination of priorities. Create meeting agendas as needed, prepare materials aligned with meeting objectives, document minutes, and track follow-up actions to ensure timely completion and accountability.
• Coordinate employee and visitor travel arrangements, including air and car travel reservations, hotel accommodations, meals, and conference registration. For visiting students and guests, coordinate international logistics including visas as applicable.
• Manage events hosted by the Office of Student Affairs to achieve stated objectives, including coordination of event budgets and logistics (e.g., room scheduling, equipment, vendor relationships, catering, invitations, RSVPs, and communications), as well as tracking follow-up activities.
• Manage the OSA office common spaces, including facilities needs, inventory and ordering office supplies, sorting and distributing mail, and ensuring organization, cleanliness, and maintenance of the office community spaces, kitchenette, storage, and equipment. Manage the OSA conference room scheduling, logistics, and technology.
• Work independently and collaboratively on both ongoing and nonrecurring assignments, effectively organizing and prioritizing multiple tasks and projects. Research issues, distribute information, and organize special events. Prepare regular reports and updates on projects/activities relevant to the director's interests, agendas, and roles.

Operations

• Process authorized financial transactions and reconcile expense reports, including OPS, P-cards, reimbursements, student awards, gift cards, internal transfers, and cash/check handling. Resolve financial transaction issues with Shared Services, RPM, OSA, and other relevant units or individuals.
• Oversee OSA staff temp/student temp hiring, onboarding, and personnel actions. Administer monthly student wage processing, time reporting, OARS role requests, and mandatory training.
• Assist OSA leadership in coordinating facility projects, upgrades, maintenance, IT/communications, building management, and workspace utilization reporting.
  Serve as OSA point of contact and coordinate responses to university system requirements, including sensitive data, required training, and compliance reviews.
• Represent OSA on the Chrysler Building Emergency Response Team.

Communications

• Draft, edit, and format communications, documents, and reports, requiring an understanding of the unit's strategic objectives, supporting data, and the ability to produce high-quality materials with limited supervision.
• Update and maintain website content for the Office of Student Affairs and related platforms to ensure accuracy, timeliness, and user engagement.
• Update and maintain content for the monthly OSA Newsletter, annual report, and other communications, while supporting marketing and outreach efforts through content creation, program and event promotion, and consistent branding and messaging across channels.

Additional Duties

• Participate in college and campus committees or work teams as assigned.
• Assist with OSA and College of Engineering student events as needed.
• Serve as co-lead for CoE Leaders and Honors Student Awards event planning and award selection process.

Required Qualifications

• Bachelor's degree or an equivalent combination of education and experience.
• 3+ years of related experience supporting executive-level leaders and managing administrative functions in a professional workplace
• Demonstrated ability to coordinate projects and/or events
• Experience successfully setting priorities, managing complex assignments, and meeting competing deadlines
• Strong verbal and written communication skills.
• High level of professionalism, judgment, and attention to detail.
• Knowledge of Wolverine Access, MPathways, CTP, Emburse, OPS, and other University software is highly desired.

This position requires the ability to travel to various locations to conduct work, attend meetings, and deliver materials.

The person in this position routinely presents information at events and in meetings.

The person in this position routinely moves books or materials weighing up to 20 pounds to locations on and off campus.