University of Michigan

Administrative Assistant

Talent Management, Office of University Development

Working Title

: 

Administrative Assistant

Posting Number

: 

74900

Job Category

: 

Administrative, Talent Management

Salary

: 

$33,000 - $35,000

Reports To

: 

Executive Assistant, Talent Management

Experience Range

: 

2 to 5 Years

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.

To apply for this position, please submit your cover letter and resume as one document on the University of Michigan Careers at the U site.

If you are unable to apply via the U-M Jobs site, please submit your cover letter and resume to dev.careers@umich.edu. In the subject line, please type in the Job ID# for which you are applying.

For questions about the U-M application process, please refer to the FAQ page

Position Description

The Administrative Assistant will provide administrative support to the Senior Director Organizational Effectiveness, the Director of Development Community Learning, and the Development Community Learning Team (DCL). This includes support of the Senior Director and the Directors' work efforts (email, phone, calendaring, project support), learning team administration (photocopying, calendaring, project support). Position requires considerable use of tact, diplomacy, confidentiality, discretion, and judgment and the ability to prioritize a variety of time-sensitive tasks and assigned projects while maintaining an effective work-flow.

Characteristic Duties and Responsibilities

Administrative Support - 70% 
*Design and coordinate the effective scheduling of complex meetings and retreats, which may require coordination across the development community, anticipating needs and exercising discretion and judgment as to priorities. Maintain appropriate follow-up. 
*Manage both Director's calendars. Obtain, prepare and organize background materials, agendas, and minutes for various meetings as requested; maintain appropriate follow-up. Prepare daily folders and meeting materials for both Directors. Ensure they have appropriate information for all appointments.
*Prioritize, monitor, and organize the Senior Director's email. Correspond when needed, responding to or assigning time-sensitive communications in the Senior Director?s absence. 
*When needed, answer the Senior Directors' phone line, delegating incoming requests as appropriate and taking messages as necessary. 
*Create and maintain multiple filing systems - online and physical files as needed.
*Maintain systematic follow-up systems; ensure that deadlines are met and materials are received on a timely basis.
*Update purchasing card documentation within team budget records, create hosting forms, manage both Directors' and DCL Team's purchasing card receipts in the Concur System. 
*Respond and act on behalf of both Directors using tact and diplomacy in matters of highly sensitive and confidential nature and those requiring comprehensive knowledge of University policies, including interactions with senior management. Respond in a timely manner to inquiries from within the department, the campus community and the external constituency. Direct matters to appropriate individuals for action.
*Provide general administrative support for the learning team including maintaining the internal and external DCL calendars, managing registrations, booking rooms, etc.. 
*Initiate, record, draft, edit, and/or type correspondence, reports, meeting minutes, etc. as requested. 

General Program & Project Support - 25% 
*Manage OUD Service Award Program under guidance from the Senior Director.
*Update presentation materials, project plans and reports as requested. 
*Organize logistics (room bookings, room setup, catering, supplies) of meetings, retreats and training sessions on behalf of the Senior Director, Director and Development Community Team (DCL). 
*Administer assigned meetings, which may include maintaining a draft agenda, sending out meeting reminders, printing materials, setting up the room, taking minutes and follow up activities. 
*Administer assigned training programs, which may include setting up and monitoring registration, marketing the program, setting up the room, monitoring the session, survey creation and follow up activities. 
*Research materials, resources as assigned by either Director; provide summary, report or other materials as needed. 

Other - 5%
*Provide back-up to Executive Assistant and Recruitment Coordinator as needed.
*Provide OUD Reception Desk back-up coverage as needed.
*Serve as OUD Operation Mentor for new hires in TM as needed.
*Other duties as required or assigned.

Required Qualifications

*Three to five years of professional administrative office experience, preferably in a development, fundraising or higher education environment.
*Ability to effectively communicate and work with all levels of constituents, while operating in a fast-paced, proactive customer service environment.
*Must be a team player and thrive in a collaborative environment.
*Expert knowledge of Microsoft Office and Google Products (including MS Word, Excel, and PowerPoint, and Gmail, Google Docs). Prefer experience with Concur. Ability to type 60-80 wpm with accuracy is required.
*Strong organizational and interpersonal skills with excellent attention to detail.
*Strong written and oral communication skills are essential; the ability to write clearly and concisely for various mediums.
*Ability to set priorities, handle multiple assignments and deadlines and display excellent judgment while operating in a flexible and professional manner; strong ability to multitask while remaining focused is essential.
*A high degree of creativity, initiative, and resourcefulness is required.
*Ability to maintain highly confidential information and use excellent judgment on a variety of sensitive subjects.

Preferred Qualifications

*Bachelor's degree or equivalent combination of education and experience from which comparable knowledge and abilities can be acquired. Human Resources experience a plus. 
*Experience creating and maintaining functional personal and office filing systems
*Familiarity with University of Michigan guidelines and policies.

Mission Statement

The Office of University Development maximizes private support for the University of Michigan through high-quality collaboration with the development programs of schools, colleges, and units. We also provide fundraising leadership through the stimulation and facilitation of healthy, productive and life-long relationships with our colleagues, alumni, friends, foundations and corporations.

U-M EEO/AA Statement: The University of Michigan is an equal opportunity/affirmative action employer.