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Administrative Assistant Senior

How to Apply

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.

Job Summary

Department Summary:

Michigan Housing is an actively engaged unit within Student Life Auxiliary Services within the Division of Student Life. M Housing serves approximately 11,500 students; 9,100 undergraduate and 2,400 graduate and professional students and their families. Although first-year students are not required to live on campus; historically 96-98% of all new first-year students choose to live on. Currently, the M Housing portfolio consists of 19 residential facilities that include traditional residence halls, apartments, and other living options located in communities on north and central campuses in Ann Arbor. In partnership with Michigan Dining, there are 9 dining halls and 9 retail operations embedded within the residence halls that serve approximately 4 million meals per year. Beginning Fall 2024, M Housing partnered with other units and departments within Student Life to support the residential experience for approximately 25 U-M students on the Marygrove campus, located in Detroit. In Fall 2026, five new residence halls housing 2,300 undergraduate students and a new 822-seat dining facility will open to continue M Housing's strong tradition of providing affordable housing options and services for U-M students. In addition to supporting the academic mission of the University, M Housing creates and sustains diverse learning-centered residential communities that ultimately enhance the residential experience.

Position Summary:

+ This position reports to the Associate Director of Communication, Assessment and Support. In addition to supporting their supervisor, they will also support the Director of Michigan Housing, Associate Director for Administrative Operations, Program Evaluation Specialist and Communication Specialist. Additional support may be needed for other members of the M Housing Unit Leadership team.

+ This position aids in the overall success of Michigan Housing by helping manage the high level details that support the unit leadership team in managing a large and complex organization. This can include, coordination of complex administrative functions, confidential and nuanced communications to multiple internal and external stakeholders (students, parents, faculty, staff, campus partners, etc.), and complex meeting coordination for unit leadership.

+ The position will be primarily on-site in Ann Arbor with the opportunity for a hybrid schedule in accordance with operational needs. The option for a hybrid schedule is not guaranteed and will only be discussed with the supervisor after successful completion of the probationary period and six months of work within Michigan Housing. Some work on evenings and weekends may occasionally be required to accommodate the cyclical nature of Michigan Housing work.

+ This position formally reports to the Associate Director for Communication, Assessment, and Support, with a dotted line to the Director of Michigan Housing.

Responsibilities*

Administration 50%

+ Support M Housing unit leadership in confidential daily tasks

+ Provide administrative support in crises and time-sensitive student situations

+ Independently initiate and coordinate complex administration functions

+ Prepare meeting agendas; take/process minutes, and follow up to support of activities that affect Michigan Housing as well as any initiatives or projects assigned by the Director and Associate Directors.

+ Provide administrative support to Housing search committees including: resume handling, schedule coordination, campus logistics, candidate interaction, and expenditure tracking.

+ Manage West Quad Housing Administration office related needs: coordination of repairs and services within office, maintaining supplies, key requests, contact lists, email groups, mail delivery.

+ Update Michigan Housing organizational charts on a periodic basis, as staff enter or leave the organization.

+ Coordinate travel arrangements and itineraries.

Meeting coordination and calendar management 20%

+ Manage complex calendars and prioritize effective use of time as well as coordinate departmental meetings

+ Manage logistics for large scale meetings/events.

Communication 20%

+ Coordinate the distribution of information throughout Michigan Housing and other University departments as requested.

+ Coordinate committees and task forces through ongoing communication and assist with progress reports under the direction of the Associate Director for Communication, Assessment, and support, Director of Michigan Housing, and others being supported by this position

+ Represent Michigan Housing in various administrative capacities to ensure quality and timely services to a variety of constituents: students, parents, faculty, staff and the general public.

+ In consultation with others in the department, receive and respond to inquiries, complaints, and concerns regarding matters of sensitive or confidential nature.

Finance/Budget 10%

+ Help with Central Administration budget development; review and track expenditures monthly.

+ Initiate, manage and process purchase orders, invoices and other financial forms for the department.

+ Prepare P-Card and hosting documentation for reconciliation and process travel reimbursements and expense reports.

Required Qualifications*

+ High school diploma or the equivalent combination of skills and experience.

+ At least 4 years of relevant experience.

+ Proven track record of advancing in administrative roles with increasing responsibilities, preferably in an academic environment.

+ Experience dealing with confidential and sensitive matters.

Desired Qualifications*

+ Bachelor's degree or the equivalent combination of skills and experience.

+ Meticulous attention to detail, superior proofreading ability, the ability to consistently produce accurate work, and excellent organizational skills.

+ Experience with Microsoft Office products and Google Suite is preferred but open to experience with other applications and platforms, with an openness to learning new tools as necessary.

+ Demonstrated ability to set priorities, solve problems, take initiative, and be resourceful under tight deadlines and multiple priorities.

Modes of Work

Positions that are eligible for hybrid or mobile/remote work mode are at the discretion of the hiring department. Work agreements are reviewed annually at a minimum and are subject to change at any time, and for any reason, throughout the course of employment. Learn more about thework modes (https://hr.umich.edu/working-u-m/my-employment/ways-we-work-resource-center/ways-we-work-implementation-group/modes-work) .

Additional Information

Position Responsibilities Criteria:

+ Excellent communication, interpersonal, and organizational skills.

+ Demonstrated ability to problem solve and be adaptable in a fast-paced environment.

+ Demonstrated ability to manage multiple priorities and navigate change effectively.

+ Demonstrated ability to work with diverse populations, including leadership, faculty, students, staff, and the public.

Financial/Budgetary Responsibility:

No direct responsibility but may need to support unit leadership with these responsibilities.

Working Conditions:

Central Campus office location. Occasional evenings and weekends during peak business operations, such as but not limited to Fall Move-in at the end of August.

Physical Requirements:

Position requires working with a computer for the majority of the day, with frequent phone calls. Routinely moves items weighing under 20 pounds.

Direct Reports:

None

Additional Information

This role may have reporting obligations under Title IX and Clery.

Authorization to work in the U.S. is a precondition of employment and applicants for this position will not be sponsored for work visas.

Salary may vary depending on qualifications, experience, and education of the selected candidate.

Selected candidates whose start date is 4/1/2025 or after, will not be eligible for the university FY25-26 salary/merit plan unless otherwise notified.

Relocation will not be offered for this position.

\#studentlife

Application Deadline

Job openings are posted for a minimum of seven calendar days. The review and selection process may begin as early as the eighth day after posting. This opening may be removed from posting boards and filled anytime after the minimum posting period has ended.

U-M EEO Statement

The University of Michigan is an equal employment opportunity employer.

Job Detail

Job Opening ID

262230

Working Title

Administrative Assistant Senior

Job Title

Administrative Assistant Sr

Work Location

Ann Arbor Campus

Ann Arbor, MI

Modes of Work

Onsite

Full/Part Time

Full-Time

Regular/Temporary

Regular

FLSA Status

Nonexempt

Organizational Group

Dsa Housing Services

Department

University Housing

Posting Begin/End Date

4/10/2025 - 5/15/2025

Salary

$42,750.00 - $49,175.00

Career Interest

Administration