Senior Administrative Assistant for the Newnan LSA Academic Advising Center

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Summary

BASIC FUNCTION AND RESPONSIBILITIES

The Administrative Assistant Senior for the Newnan LSA Academic Advising Center will support the unit's efforts related to the undergraduate experience by providing leadership and administrative support to the Director of Newnan. The administrative assistant senior is expected to ensure the effective functioning of the office while providing professional and efficient services to students, parents, faculty, and staff. Acting as the director's representative, the administrative assistant screens all incoming contacts including telephone calls and messages from within the university community and general public.

The successful candidate will provide a range of administrative services with attention to detail and discretion while being comfortable with constant change in a fast-paced student-centered environment. The administrative assistant senior will report and provide support to the office, as well as serve as a back-up for other administrative functions in the office as needed. This position calls for broad awareness of the workings of the college and the university, attention to detail and tact, and is immediately responsible to the director and the Newnan LSA Academic Advising Center.

Responsibilities*

KEY AREAS OF RESPONSIBILITY (KARs) - Detailed Characteristic Duties

Administrative Support of the Newnan LSA Academic Advising Center (40%)

• Serve as professional representation of the Newnan LSA Advising Center to internal and external constituents
• Screen and direct all incoming central calls to Center director to the Director of Newnan
• Monitor office shared email accounts and direct or respond appropriately
• Sort and distribute mail, photocopy, fax, and scan documents as necessary
• Maintain MCommunity groups and shared Google calendars
• Manage senior leadership team meetings and central calendar
• Create newsletters, forms, spreadsheets, databases, and PowerPoint presentations as necessary
• Provide administrative support to the to the Newnan LSA Academic Advising Center as needed
• Coordinate all unit purchasing for office programs, workshops and activities, including but not limited to general office supplies and branded promotional items
• Assist with the updates of various Newnan documents, policies, and procedures
• Prepare sensitive and confidential correspondence

Human Resources and Budget Oversight (25%)

• Facilitate hiring and termination process of all Newnan staff in coordination with LSA HR representative.
• Coordinate key aspects on the onboarding process for new staff
• Maintain confidential staff personnel records and prepare reports as needed
• Assist and support the director with both performance management and merit processes
• Assist and support the director with budget oversight and the appropriate use of Newnan funds in coordination with the financial/budget analyst
• Maintain accurate budget records related to professional development, hosting, students, and staff programming, etc
• University purchasing card holder. Purchase business related items on behalf of the Newnan LSA Academic Advising Center
• Coordinate internal controls and written procedures for both human resources and financial oversight
• Facilitate approval flow and short code distribution for all expenses in consultation with the director
• Other duties as assigned by the director

Administrative Support of the Director (25%)

• Manage Director's complex meeting calendar and prioritize commitments, exercising discretion and judgment to ensure effective use of the Director's time
• Provide timely and accurate information for meeting preparation and participation
• Manage professional development and travel arrangements for the Director
• Support the Director regarding department elevated concerns, scheduling of meetings, and creating various communications

Administrative Support to Student Academic Affairs (10%)

• Assist with Newnan employee onboarding and offboarding
• As a member of the Newnan administrative team, assist other team members and provide backup coverage for other administrative staff positions as needed and as time permits

SUPERVISION RECEIVED

General supervision is received from the Director of Newnan LSA Academic Advising Center

Required Qualifications*

• High school graduate and at least four (4) years of administrative support experience, or an equivalent combination of education and experience
• Demonstrated proficiency in providing administrative support to a high-level official
• Excellent interpersonal, written, and oral communication skills
• Self-motivated, highly dependable worker with the ability to efficiently and effectively multitask, prioritize, and problem solve
• Customer service experience and demonstrated ability to interact professionally with a diverse group of staff, faculty, and students
• Demonstrated ability to handle sensitive and confidential situations that require demonstrated poise, tact, confidentiality, and diplomacy
• Ability to learn quickly and provide attention to detail in a fast-paced environment with frequent interruptions
• Proficiency in computer applications, including spreadsheets, word processing, and database software, including Google Suite (email and complex calendaring systems) and Microsoft Office
• Highly detail-oriented with the ability to logically organize large amounts of data and documentation

Desired Qualifications*

• Bachelor's degree
• Experience working in an academic advising office
• Ability to skillfully manage multiple, competing priorities
• High-level initiative and forward-planning skills
• Experience updating websites and familiarity with web content software
• Familiarity with higher education student services and/or academic policies and procedures

Additional Information

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 diversity, equity, and inclusion in LSA, please visit lsa.umich.edu/lsa/dei.

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

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/AA Statement

The University of Michigan is an equal opportunity/affirmative action employer.

Job Opening ID

246832

Working Title

Senior Administrative Assistant for the Newnan LSA Academic Advising Center

Job Title

Student Admin Asst Sr

Work Location

Ann Arbor Campus

Ann Arbor, MI

Full/Part Time

Full-Time

Regular/Temporary

Regular

FLSA Status

Nonexempt

Organizational Group

College Of Lsa

Department

LSA UG: Student Acad. Affairs

Posting Begin/End Date

3/26/2024 - 4/02/2024

Salary

$49,000.00 - $54,000.00

Career Interest

Academic & Student Services