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Office Coordinator

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 at the Department of Political Science and outline your skills and experience that relate to this position.

Job Summary

The Department of Political Science is one of the top tier political science departments in the world with a diverse intellectual community dedicated to excellence through research and teaching. The Office Coordinator is responsible for providing outstanding customer service and support within a community-based, student focused environment. Duties may include independent administrative support, including working with matters of a highly sensitive and confidential nature, along with other administrative staff members. The Office Coordinator serves as the first point of contact within the department. A professional with strong interpersonal skills, in addition to outstanding organizational and critical thinking skills. This position is integral to the success of many department activities, and supports a wide variety of processes across the department.

Mission Statement

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.

Responsibilities*

The Office Coordinator's primary responsibilities are to support all aspects of the front office and facilities responsibilities of the department, which include but are not limited to:

**Front Desk Operations** :

+ Provide front-line office support

+ Manage, hire, and train student support staff to ensure optimal front desk coverage.

+ Help maintain all office common areas which includes the front-office, office kitchen, copy room and other commonly used spaces.

+ Responsible for supplies inventory and purchasing

+ Maintains department computer inventory and coordinates with LSA-IT on computer upgrade and replacement requests.

+ Coordinates efforts to digitize paper records and improve or maintain the organization of shared drive spaces

+ Represents the Department of Political Science by regularly attending the LSA All-Staff Forum, ACAP (All Campus Administrative Professionals) meetings, and other LSA and University forums to stay abreast of administrative policies and best-practices.

+ Assists with special projects and provides back up support to departmental staff as needed.

**Facilities** :

+ Manage facility repair, and serves as the department liaison to LSA Facilities to coordinate and track on maintenance and renovation requests.

+ Coordinates office moves for faculty, graduate students, and staff.

+ Oversees distribution of keys and manages keyless access to the building

+ Maintains accurate office and key assignment records.

+ Orient new department employees and faculty on departmental and general office administration practices.

+ Conducts the annual space survey with the Chief Administrator.

+ Serves on the Building Incident Response Team (BIRT) and helps communicate emergency procedures to the department.

HR/Academic Affairs:

+ Support the Executive Assistant in tracking annual and major review and appointment processes for LEO Lecturers in the department. Provides backup support to the Executive Assistant with faculty recruitment, promotion, faculty award submission processes, and leave processes.

Donor Stewardship & Alumni Engagement:

+ Functions as a planning committee member of the department's Advisory Board annual meeting.

+ Supports Executive Assistant in tracking and drafting acknowledgement letters by reviewing weekly gift reports from LSA Advancement.

+ Coordinate ways to collect and maintain data electronically regarding gift funds, and their uses for newsletters and reports to donors and the department.

+ Along with other department staff, supports any alumni engagement activities or special development events.

Events Support and Publicity:

+ Help facilitate planning of a range of events from departmental conferences to smaller lectures, colloquia, and seminars.

+ Work closely with faculty, fellows, visitors, and staff to plan for catering, hosting, venues, travel, and other details.

+ Serve as back up in communicating with guest lecturers regarding itineraries, travel and hotel arrangements.

+ Provide technical support to presenters using department conference rooms equipped with computers/projectors/recording equipment.

+ Publish unit, faculty, and student events on the University's event calendar, unit websites, and on social media platforms as appropriate.

+ Keep department calendars up-to-date with events.

+ Coordinate any evaluations of events.

+ Assist with budget preparation and projections, track funding and monitor event budgets.

+ Coordinate all financials with the business office.Manage PCard expenses; facilitate honorarium processing and reimbursements for guest lecturers.

Required Qualifications*

3+ years of progressively responsible administrative experience or equivalent combination of education and experience; excellent communication skills; demonstrated ability to handle highly confidential and sensitive matters or materials; outstanding interpersonal skills with a demonstrated commitment to creating a positive work environment; ability to prioritize multiple projects simultaneously and demonstrated initiative to gather information and resources needed to assure assignments are completed in a thorough and timely manner; demonstrated ability to work both independently and as part of a team; excellent computer skills.

A successful candidate will be interested in and adept at supporting a wide range of department processes and will demonstrate the initiative to suggest, develop and enact improvements to our programs and procedures. This person should be flexible and comfortable with a reasonable level of change thataccompanies and enables our department's success.

Desired Qualifications*

5+ years of progressively responsible administrative experience; knowledge of University, College of LSA, and familiarity with LEO policies and procedures; experience with, event planning, donor and alumni engagement, and/or facilities coordination; advanced knowledge of administrative software.

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

The salary range is $48,000 to $60,000, a higher salary may be offered for highly qualified candidates.

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.

To learn more about LSAs Mission, Vision and Values, please visit lsa.umich.edu/strategicvision .

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 checks are 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 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

270220

Working Title

Office Coordinator

Job Title

Administrative Assistant Sr

Work Location

Ann Arbor Campus

Ann Arbor, MI

Modes of Work

Hybrid

Full/Part Time

Full-Time

Regular/Temporary

Regular

FLSA Status

Nonexempt

Organizational Group

College Of Lsa

Department

LSA Political Science

Posting Begin/End Date

10/24/2025 - 11/09/2025

Salary

$48,000.00 - $60,000.00

Career Interest

Administration