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  • Assistant to the Associate Vice President, FP&M

    Wayne State University (Detroit, MI)



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    Assistant to the Associate Vice President, FP&M

     

    Wayne State University is searching for an experiencedAssistant to the Associate Vice President, FP&Mat its Detroit campus location.

     

    Wayne State is a premier, public, urban research university located in the heart of Detroit, Michigan where students from all backgrounds are offered a rich, high-quality education. Our deep-rooted commitment to excellence, collaboration, integrity, diversity and inclusion creates exceptional educational opportunities which prepare students for success in a global society.

    Essential functions (job duties):

    Job Purpose

     

    Provide varied confidential, administrative and managerial support to the Associate Vice President of the Office of Facilities Planning and Management (FP&M). Manage priorities of AVP and oversee and participate in assigned programs and projects designed to achieve unit goals and objectives. Serve as liaison to internal and external contacts and represent the Office of the Associate Vice President as directed.

    Essential Functions

    As a member of the AVP's senior management team, establish and manage activities and processes that enable the Associate VP of the Office of FP&M to be most effective. Perform administrative support duties and facilitate operations to allow ease of performance for the Associate Vice President. Provide immediate response as needed.

     

    Assist with developing policies, procedures and business processes which improve the overall operational performance of FP&M departments. Provide guidance and assistance to reporting department directors, managers, and supervisors.

     

    Serve as liaison representing the office of the Associate Vice President. Provide information relating to problems, service requests, projects or department procedures to direct reports, S/C/D's, and others conducting business with the University.

     

    Maintain and update Project Tracking System status of construction contracts, change orders and appropriation requests that require higher administration approval. Review and distribute approved executed documents to appropriate departments.

     

    Ensure day-to-day office activities are carried out professionally, efficiently, accurately and seamlessly. Organize, monitor and expedite the department workflow in FP&M. Establish and maintain office operational procedures to ensure uninterrupted workflow identify and resolve operational problems and initiate follow-up action on pending matters and to improve efficiencies.

     

    Manage and maintain AVP's calendar and coordinate schedules of direct reports for staff meetings, events and activities. Prioritize inquiries and independently answer those requiring immediate attention. Review AVP's incoming mail and distribute appropriately. Provide technical writing where necessary; proof read and edit outgoing mail. Coordinate AVP's travel arrangements using TravelWayne.

     

    Assist in coordinating personnel actions of FP&M staff, approximately 400 FTE's. Possess signature authority for human resources and business transactions and oversee that documents are in compliance with University policies and procedures.

     

    Represent the AVP on various University committees; coordinate related committee activities and FP&M resources supporting special events ensuring adherence to University policies and procedures. Build and maintain relationships and effective communications.

     

    Develop and provide, in a timely manner, information as requested by the AVP. Implement quality business processes to ensure effective actions are taken to maintain personnel and fiscal responsibility. Prepare and track financial documents, including SPA's IRBs, POs, CORs and travel reimbursements for timely processing and ensure compliance with University policies and procedures.

     

    Interact with staff, Building Coordinators, central and academic administration, faculty and students to maintain effective communications with the campus community to ensure improved services and by maximizing FP&M's contribution to WSU's strategic and urban missions. Lead special projects as assigned. Develop and implement project plans and communication strategies.

     

    Assist in the establishment of training and orientation programs for FP&M staff on responsibilities, practices, policies and procedures.

     

    Must be flexible to work evenings and weekends and to provide 24x7 support as needed.

     

    Perform related duties as assigned.

    Unique duties:

    Qualifications:

    Minimum Requirements

    Bachelor's Degree in Business Administration or equivalent combination of education and experience. Master’s degree preferred.

     

    Experience: Specialist (minimum 5 years of job-related experience)

     

    Minimum five years related experience, including demonstrated ability to provide administrative support at the executive level and experience in program coordination or office management roles. Familiarity with University policies and procedures.

     

    Prior experience in a higher education, facilities management, construction or architect engineering setting preferred. Experience with business processes of FP&M technology advancement preferred. Some financial background experience with reconciling expenditures is also preferred.

     

    Knowledge Skills and Abilities

     

    ORAL COMMUNICATIONS - Can apply effective interpersonal skills to provide service. Can respond effectively to most sensitive inquiries or complaints. Speaks clearly in positive or negative situations. Ability to maintain a high degree of confidentiality and manage sensitive information with tact.

     

    INTERPERSONAL SKILLS - Has effective customer service skills. Has the ability to handle pressure situations, including dealing with sensitive and confidential human relations situations. Strong interpersonal skills are required.

     

    WRITTEN COMMUNICATIONS - Can read and interpret written information. Has the ability to write clear and concise documents. Communicates effectively with others, both orally and in writing; can edit documents for accuracy, grammar and spelling. Ability to maintain a high degree of confidentiality and manage sensitive information with tact.

     

    ADMINISTRATIVE SKILLS - Ability to work independently, self-starter. Can set daily priorities on workflow and understand urgency of high priority matters.

     

    ANALYTICAL SKILLS - Skilled as a conceptual thinker, inquisitive problem solver. Has the ability to conduct independent research. Has the ability to analyze accounting, financial or other data; review and verify data in hard copy or electronic form; detect errors and discrepancies.

     

    ORGANIZATIONAL SKILLS - Ability to prioritize and plan work activities, adapting to changing conditions. Can coordinate events and activities involving multiple parties, such as agendas, itineraries, scheduling meetings, or travel arrangements. Can perform work with close attention to detail. Ability to prioritize office workload and resolve operational problems. Strong organizational skills and ability to work with established deadlines and under pressure. Incumbent is expected to handle detailed projects in order to relieve the AVP of administrative detail.

     

    COMPUTER SKILLS - Proficiency in Microsoft Office Suite. Demonstrated ability to utilize various software applications to generate complex spreadsheets and manage databases. Sufficient knowledge of Banner and its reporting systems.

     

    PROJECT MANAGEMENT- Ability to independently manage a variety of projects while ensuring appropriate tracking, quality control, follow-up and multiple deadlines are met. Ability to assign and manage work through others. Ability to work in a fast-paced environment.

     

    TECHNICAL SKILLS – Proficient in the use of complex administrative systems software, preferably in a high education environment. Proficient with Microsoft Office Suite, especially Outlook, Word, Excel, Visio and Power Point.

    Preferred qualifications:

    School/College/Division:

    Generic Division

    Primary department:

    Facilities Planning and Management

    Employment type:

    + Regular Employee

    + Job type: Full Time

    + Job category: Staff/Administrative

    Funding/salary information:

    + Compensation type: Annual Salary

    + Hourly rate:

    + Salary minimum:

    + Salary hire maximum:

    Working conditions:

    Job openings:

    + Number of openings: 1

    + Reposted position: No

    + Reposted reason: None (New Requisition)

    + Prior posting/requisition number:

    Background check requirements:

    University policy requires certain persons who are offered employment to undergo a background check, including a criminal history check, before starting work. If you are offered employment, the university will inform you if a background check is required.

     


    Apply Now



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