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.
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
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
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
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.
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.
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.