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 particular skills and background experience that directly relate to this position.
The Office of the Dean in the College of Literature, Science, and the Arts is seeking an Administrative Assistant Intermediate who will report to the Executive Administrator to the Dean. This position will provide varied administrative and functional support as a member of the dean's front office team, and will perform a diverse set of responsibilities, providing support to the dean’s six immediate staff members in the dean’s front office team, while also serving as the point person in a high-traffic reception area.
Management of LSA Dean’s Office Reception Area
Serve as front-line reception for internal and external constituents to the dean’s office, which is located on the second floor of the LSA building.
Perform as the central telephone contact for the dean’s front office by triaging calls from students, parents, staff, faculty, alumni, and the general public.
Provide oversight of the mailroom in the LSA building; and receive, sort, and distribute the United States postal mail, inter-campus mail, and express deliveries.
Maintain all office and food supplies for the dean’s office administrative areas located in the LSA building by using an electronic purchasing system. This includes, but is not limited to restocking of supplies in these various areas, as well as in the two kitchens, staff lounge, and nine public conference/huddle rooms.
Provide oversight of two kitchens and staff lounge (e.g. opening/closing, appearance, and supply inventory).
LSA Dean’s Front Office Support
Provide support to the dean's front office, assisting with routine office support, including copying and collating materials, and responding to general dean’s front office inquiries.
Perform additional administrative tasks including assisting the executive administrator to the dean with project based work.
Maintain several dean’s office-wide documents that include but are not limited to organizational charts and a comprehensive summary document of who works in the LSA building along with their picture and a description of their job responsibilities.
Coordinate the bi-annual LSA Dean’s Office College wide professional photo headshot sessions.
Reconcile select accounts, purchasing card and other hosting expenses using Concur.
Serve as backup for other offices, specifically in the dean's front office, when needed.
LSA Dean’s Space Management, Office Events & Logistics
Collaborate with the dean's office staff on event logistics and provide on-site staffing support during events as needed for dean’s office events.
Serve as the liaison between the dean’s office and the facilities department including on issues such as managing the Green Initiative, creating and tracking repair/work requests, and managing requests related to building access.
Oversee the scheduling and use of fifteen public conference/huddle rooms, including coordinating special room arrangements and equipment needs, providing troubleshooting assistance , and providing general oversight of conference rooms (e.g., appearance and supply inventory).
Maintain LSA building space policy document, oversee and regularly assess room reservation procedure, and approve usage of the Multipurpose room.
Maintain LSA Dean’s Office Electronic Presence
Support LSA dean’s front office in maintaining select pages on the LSA dean’s office website and dean’s office related pages on the LSA gateway (a college-wide intranet).
Other Duties as Assigned
Perform other duties as assigned to support the long-term goals and objectives of the dean’s office.
Work as a team with highly skilled staff in a fast-paced environment and foster a positive and engaged community.
High School Diploma or equivalent, with two to four years of customer service focused administrative support experience, preferably in an academic setting.
Responsible administrative experience that has included calendar management and event coordination, organizational and problem solving skills, and attention to detail.
Ability to independently manage multiple tasks with competing deadlines.
Demonstrated ability to maintain high levels of confidentiality
Strong interpersonal, verbal, and written communication skills.
Ability to exercise initiative, and to foster a positive and collaborative work environment, as a critical member of a small team.
Excellent computer skills, particularly using an electronic calendaring and e-mail system, Microsoft Office Suite, file sharing in a network environment, and web-based content management experience.
Demonstrated ability to interact with a diverse population, and serve as a representative of the dean’s office.
Bachelor’s degree and/or equivalent combination of education and experience.
Experience managing an electronic calendar and/or event-planning experience
Ability to troubleshoot and problem solve technical issues related to conference room equipment.
Knowledge of university policies and procedures.
Monday-Friday - 8:00 a.m. to 5:00 p.m.
In person meetings and events are expected for this role and the incumbent in this role should plan to work on campus five days per week, with flexibility in start and end times.
The salary range for this position is expected to be between $37,850 to $47,250 dependent upon qualifications and ability to demonstrate successful past performance. The actual salary offered may be higher based on the qualifications and experience of the selected candidate.
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 mission of the University of Michigan is to serve the people of Michigan and the world through preeminence in creating, communicating, preserving and applying knowledge, art, and academic values, and in developing leaders and citizens who will challenge the present and enrich the future.
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 boosters when eligible, are required for all University of Michigan students, faculty and staff across all campuses, including Michigan Medicine. This includes those working remotely. More information on this new policy is available on the Campus Blueprint 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.