Location: Ann Arbor, MI
Company: University Of Michigan
Electrical and Computer Engineering Division has an opening for an Administrative Assistant. The successful candidate will provide reliable and consistent administrative support to assigned group of approximately 25 faculty, 12 postdoctoral fellows, and over 100 students.
This position serves as the main contact person on our floor. In this role you will work collaboratively with team members throughout the department as well as external guests to perform the following functions Who We Are Michigan Engineers are world-class educators, researchers, students and staff who strive to build a people-first future. Michigan Engineering's mission is to provide scientific and technological leadership
to the people of the world, develop intellectually curious and socially conscious minds, create collaborative solutions to societal problems, and promote an inclusive and innovative community of service for the common good.
Our vision, mission and values are supported by a people-first engineering framework that guides our work. As Michigan Engineers, we strive to apply excellent engineering fundamentals, integrated expertise and equity-centered values to reimagine what engineering can be, close critical gaps, and elevate all people. Information about our vision, mission and values can be found at: http: //strategicvision. engin. umich. edu/. The University of Michigan has a storied legacy
of commitment to Diversity, Equity and Inclusion (DEI).
Michigan Engineering models that commitment in our research, culture and collaborations. We seek to recruit and retain a diverse workforce as a reflection of that commitment. Learn more about DEI at Michigan Engineering: www. engin. umich. edu/culture/diversity-equity-inclusion/ Why Work at 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 Maternity and Parental Leave Responsibilities Administrative Support: (15%) As the main contact for the 4th floor, be available for all questions and requests from faculty, staff, students, or visitors.
General office responsibilities such as ordering supplies, copying, and maintaining office equipment. Conference room reservations for faculty, staff, and students. Schedule conference calls, in-person, and virtual meetings.
Maintain MCommunity email lists. Prepare and submit letters of recommendation. Assist with preparation and copying of nominations, casebooks, and instructional materials, etc. Assist with preparation and submission of Faculty Activity Reports, as needed. Provide back-up support for other ECE administrative staff. Foster a positive and inclusive workplace environment. Other administrative duties as assigned. Seminar Series Support: (40%) With the oversight of faculty, plan arrangements for seminars and guest speakers: Arrange comprehensive travel details and provide to speakers including all lodging, transportation or parking, directions, and event schedules.
Publicize events on webpages and through email. Escort guests to/from appointments with faculty. Initiate appropriate hosting needs for events. Set up and clean up at each seminar weekly. Prepare travel expense and hosting reports resulting from each seminar. Upload seminar video to You Tube and link on various websites. Travel arrangements, expense reports, and financial duties: (25%) As a delegate, proactively coordinate complex travel arrangements and prepare expense reports following University and department guidelines.
Reconcile Pcard(s) monthly. Assist in purchasing for faculty and students. Process cash deposits per university guidelines. Post-award management of sponsored/University funds: (20%) Under the general supervision of research administrators, this individual will also be responsible for some post-award activity for a small subset of faculty. We are willing to train in this area and progression may continue as new skills are mastered, if desired. Support the research administration functions of the area including monthly reconciliation of funds. Analyze the financial status of individual projects as well as faculty members' full portfolios, including, Forecasting expenses, and projecting budget period balances.
Investigate and resolve project issues. Prepare and provide monthly reports to faculty either in person or via email. Approve expenditures on assigned projects Compile information to assist with the preparation and submission of various university and sponsor reports. Other duties may be assigned. Required Qualifications High school diploma, or an equivalent combination of education and experience, plus 2-3 years of administrative office experience; Strong communication skills; Demonstrated ability to work effectively with faculty, staff, and students from diverse backgrounds with a commitment to high level of customer service and creating a positive work environment; Must be able to take direction from several different people, proven ability to prioritize tasks with conflicting deadlines, handle frequent interruptions and meet deadlines; Must have excellent organization, time management, and problem solving skills, accuracy and attention to detail and sound judgement; Proficient in Microsoft Office suite software and other software programs; Proven ability to work independently, once trained, and effectively as part of a team; flexibility, positive attitude, and exceptional work ethic are essential.
Desired Qualifications Bachelor's degree preferred; knowledge of University policies and procedures; experience with M-Pathways and Concur is a plus; experience in a high paced, dynamic, working environment. Work Schedule This is a hybrid position. It will require the candidate to be on campus 3 days each week. Background Screening 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 checksare performed in compliance with the Fair Credit Reporting Act. Application Deadline Job openings are posted for a minimum of seven calendar days. The review and selection process maybegin as early as the eighth day after posting. Thisopening may be removed from posting boards and filled anytime after the minimum posting period has ended. U-M EEO/AA Statement The University of Michigan is an equal opportunity/affirmative action employer. PDN-9ae5e7df-c943-4115-a19e-b3c407ed1dee
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