IFMA Foodverse

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. Applicants who do not comply with this requirement will not be considered.

The Administrative Assistant for the Michigan Research and Discovery Scholars (MRADS) is primarily responsible for supporting the program director and associate director as well as the students in the programs. The community has approximately 150 residents with the majority being first-year students. The environment is fast-paced and requires on-the-spot problem solving and well-developed organization and communication skills. 

35% Administrative 

• Provide primary administrative and clerical support for programs. Perform general office duties including answering the phone, responding to email inquiries and general program correspondence, maintain director’s calendar
• Provide logistical support for hosting events, meetings, retreats, including coordinating use of facilities, services, and equipment; order supplies
• In coordination with LSA HR, assist in the processing of temp and work study employment, time keeping, and online payments for MRADS constituents
• Provide functional and administrative supervision of student office assistants
• Hire, train, and manage student staff for the program (temp work-study support)
• Represent MRADS at various events on and off campus
• Attend required meetings, such as MRADS leadership team, and Mosher-Jordan building team, and the Michigan Learning Community group
• Other administrative duties as assigned

10% Research Symposium 

• Provide administrative support for symposium event planning and coordination
• Create and gather all information for symposium research booklet 
• Coordinator symposium blueprint and location layout
• Reserve and prepare meeting spaces, food options and presentation space
• Order and prepare location supplies for symposium

20% Student Support 

• Create a welcoming office environment for students. Initiate, develop and maintain student databases
• Work closely with students and coordinators on program events and logistics, including transportation and adherence to university policies
• Develop and maintain regular updates of email lists of current students and alumni
• Prepare information for reports, conferences, and meetings
• Monitor student compliance with program requirements
• Correspond with students and student programs, create and maintain weekly student newsletter, and coordinate social media and publicity
• Assist with summer orientation of new students, including preparation of materials and enrollment issues
• Support Associate Director in preparation and communication with incoming student leaders and plans for fall programs, including coordinating with community organizations that require early lead time in summer

10% Financial Responsibilities 

• Working with the LSA Financial Analyst, maintain and reconcile detailed budgets and provide Director and Associate Director with regular (monthly and quarterly) updates
• Working with the LSA Financial Analyst, assist with annual budget, quarterly review, monthly reconciliation responses, and ad hoc questions from various LSA staff and MRADS students
• Monitor and approve expenditures within prescribed parameters
• Process transportation requests, for guests and program activities (e.g., student and staff conference attendance, field trips, Alumni weekends)
• Working with the Shared Services Center, submit travel expense reports, monthly Concur and P-Card statements, and non-P.O. vouchers

10% Recruitment/Admissions

• Assist in student recruitment, including coordinating mailings and materials, correspondence with students and parents, and occasionally attending recruitment events
• Organize and review applications for admission to program, and coordinate results with Housing
• Respond to calls from parents and students related to admissions decisions

10% Instructional Support  

• Coordinate support for faculty administrative and instructional needs, including technology, for classes and logistical support for trips, co-curricular programs, and guest speakers
• Coordinate classroom space and reservations
• Coordinate student enrollment issues with LSA Curriculum Support

5% Development/Advancement

• Assist with Development initiatives, including record-keeping of donor and alumni lists
• Coordination of solicitation logistics and communication with LSA Advancement

• High school diploma and at least 2-3 years previous administrative support experience, preferably in an academic setting; college degree strongly preferred
• Familiarity with Microsoft Office Suite (Word, Excel, PowerPoint), Google Suite, database use and management
• Outstanding customer service, interpersonal and communication skills are essential
• Ability to multi-task, organize workload, and exercise discretion with sensitive and confidential information is critical
• Positive customer service-oriented attitude, flexibility, and the ability to work both independently and as a team member are critical
• Must be able to set priorities, exercise initiative, work simultaneously on numerous projects, and meet/negotiate deadlines
• Ability to learn quickly and adapt to new computer software and technologies is necessary
• Must be able to communicate effectively and follow written and verbal instructions
• Must be able to work effectively with a diverse group of colleagues, faculty, staff, students, alumni, and visitors
• Excellent attendance record
• Must be able to reliably travel to and from work locations

Physcial Requirements: 

• Ability to maintain a static position for extended periods of time
• Extensive computer and keyboard use required

40 hours per week, full-time
Some weekend and evening work is required.

As one of the world’s great liberal arts colleges, LSA pushes the boundaries of what is understood about the human experience and the natural world, and we foster the next generation of rigorous and empathetic thinkers, creators, and contributors to the state of Michigan, the nation, and the world.

To learn more about diversity, equity, and inclusion in LSA, please visit lsa.umich.edu/lsa/dei.

To learn more about LSA’s Mission, Vision and Values, please visit lsa.umich.edu/strategicvision.

Relocation will not be offered for this position.

The University of Michigan conducts background checks on all job candidates upon acceptance of a contingent offer and may use a third party administrator to conduct background checks.  Background checks are performed in compliance with the Fair Credit Reporting Act.

Job openings are posted for a minimum of seven calendar days. This job may be removed from posting boards and filled anytime after the minimum posting period has ended.

The University of Michigan is an equal opportunity/affirmative action employer.

U-M COVID-19 Vaccination Policy

COVID-19 vaccinations, including one booster when eligible, are required for all University of Michigan students, faculty and staff across all campuses, including Michigan Medicine.  This includes those working remotely and temporary workers.   More information on this new policy is available on the U-M Health Response website or the UM-Dearborn and UM-Flint websites.

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.

Connections working at University of Michigan - Ann Arbor