• Administrative Specialist

    University of Michigan (Ann Arbor, MI)


    Administrative Specialist

    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

    Reporting to the Assistant Vice President and Staff Ombuds, the Administrative Specialist will provide administrative assistance to office leadership and staff, manage sensitive information to ensure privacy in all interactions, contribute to process improvements, and foster a positive, service-oriented atmosphere by exemplifying integrity and a proactive problem-solving, service-focused attitude.

     

    Who We Are

     

    The University of Michigan is seeking an experienced Administrative Specialist to join the Office of the Staff Ombuds. Serving non-bargained staff across the Ann Arbor, Dearborn, Flint, and Michigan Medicine campuses, this office provides a confidential, independent, informal, and impartial space for staff to discuss workplace concerns. With a strong commitment to privacy, the office promotes a respectful and welcoming environment.

    Responsibilities*

    Administrative Support for Assistant Vice President/Staff Ombuds (45%)

    + Manage administrative processes supporting daily departmental operations

    + Manage calendar oversight, travel arrangements, expense reconciliation, meeting agendas, draft correspondence and various documents, and phone coverage

    + Represent the Staff Ombuds office on various committees and participate in university and division-wide initiatives

    + Proactively anticipate and plan for projects that impact the AVP/Staff Ombuds schedule and priorities

    + Exercise independent judgment in business operations, and ensure preparedness for meetings and events

    Customer Relations and Office Administration (30%)

    + Serve as first point of contact and respond to confidential and complex customer inquiries with tact and impartiality

    + Support process improvement initiatives to enhance office efficiency

    + Track and reconcile P-Card expenses using Concur; process HR transactions in compliance with university policies

    + Administer and track the department's budget

    + Serve as the main office contact for facility and equipment needs, working with building management and U-M departments

    + Prepare and process staff appointments and maintain HR related records

    + Perform other duties as assigned

    Project Management and Event Coordination (25%)

    + Oversee marketing initiatives, outreach, and communications for Ann Arbor and Michigan Medicine campuses

    + Manage data collection, generate reports, and facilitate the distribution of trend analyses

    + Coordinate advisory committee group from central campus and Michigan Medicine to identify gaps in ombuds services

    + Develop presentations (PowerPoint) to deliver to audiences across the enterprise

    + Maintain office processes and update website content

    + Lead special projects and focus groups, including the organization of ombuds conferences, workshops, and symposiums

    Required Qualifications*

    + Bachelor's degree (advanced degree preferred)

    + Minimum of five years relevant administrative experience

    + Demonstrated understanding of diverse cultures and perspectives

    + Excellence in both formal and interpersonal communication

    + Ability to handle sensitive and confidential matters with discretion, initiative, independent judgement, and diplomacy

    + Proven track record of integrity and proactive problem-solving skills

    + Exceptional ability to remain calm in stressful and sensitive situations

    + Willingness to collaborate with campus resources and actively engage in professional associations

    Desired Qualifications*

    + Experience working at a large academic research university

    + Knowledge of U-M policies and procedures

     

    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

     

    Occasional travel throughout campus and buildings for meetings and information gathering is expected.

     

    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

     

    272383

     

    Working Title

     

    Administrative Specialist

     

    Job Title

     

    Administrative Specialist

     

    Work Location

     

    Ann Arbor Campus

     

    Ann Arbor, MI

     

    Modes of Work

     

    Hybrid

     

    Full/Part Time

     

    Full-Time

     

    Regular/Temporary

     

    Regular

     

    FLSA Status

     

    Exempt

     

    Organizational Group

     

    Exe Vp Chf Fin Off

     

    Department

     

    Office of Executive VP & CFO

     

    Posting Begin/End Date

     

    12/24/2025 - 1/10/2026

     

    Salary

     

    $75,000.00 - $90,000.00

     

    Career Interest

     

    Administration