Administrative Operations Coordinator

Department Summary University Unions Overview ( University Unions drives community building and belonging through the integration of its three student union facilities (Michigan Union, Michigan League, Pierpont Commons), Center for Campus Involvement, Campus Information, meeting/event spaces, retail food, bookstore and other services to support student success. University Unions works in close partnership with Palmer Commons, an academic meeting facility, Conferences & Event Services and Michigan Dining to provide student-focused and customer-oriented service to the campus community. With more than 3.3 million visitors to the Unions annually, these spaces are the center of campus activity and the Michigan experience. Position Summary: The position provides administrative support to University Unions and facility support to Pierpont Commons. This position supports Pierpont Commons operations, providing high-quality customer service, responding to building inquiries, and providing functional management up to 20 Student Building Managers. The Administrative Operations Coordinator coordinates complex projects, processes, calendaring, and event details, and management of internal controls with the University Unions leadership team or their designee. The position provides customer service and operational support to Pierpont Commons services including the Mcard station. To be successful in this role, you are comfortable working in a team-based organization and providing excellence in guest services and facility operations. The position reports to the Pierpont Commons Manager. Applications are due on the University of Michigan Careers site before August 7th. Position Responsibilities Administrative Support (40%) Provide complex calendar management; maximize efficient use of University Unions leadership’s time. Exercise independence, initiative, discretion, and judgment to analyze and prioritize complicated schedules; respond to frequent scheduling changes; screen the purpose of meeting requests. Complete administrative assignments and cross-functional tasks as designated by leadership team members to promote core operational objectives and support the broader mission of University Unions. Provide accurate information about meeting participants, meeting purposes, and supporting materials. Coordinate the scheduling of complex meetings and retreats, including scheduling, drafting agendas, and documenting minutes and follow up items. Coordinate University Unions meetings, events, and conferences, whether onsite, offsite, or virtual. This includes reserving locations, developing and disseminating communications, and arranging catering and technical needs. Additionally, manage travel arrangements and host plans for invited guests. Review incoming email, mail, phone and miscellaneous correspondence to determine priority, possible elevation or redirection, and distribution. Compose correspondence with a high degree of confidentiality and discretion. Assist University Unions' leadership with managing intricate processes and projects. Additionally, assist with internal controls, including manuals, presentations, spreadsheets, and data analytics. Other responsibilities include drafting donor thank you letters, documenting required compliance staff training, and assisting with staff searches. Be the central telephone contact for the University Unions and Pierpont Commons. Help manage the Office Space Allocation Committee (OSAC) process including customer support, communications, coordinating contract agreements, and providing operational logistics. Maintain current knowledge of University policies and standard practice guides. Facilities Support (40%) Oversee Pierpont Commons main office operations to ensure responsive, student-centered service delivery and administrative support. Be the Manager on Duty as assigned, responding to building and facility inquiries and problems. Provide functional management to the Pierpont Commons 20 Student Building Managers and support all building operations in absence of the Pierpont Commons Manager. Support Pierpont Commons operations, including inspection of building facilities, furniture, and equipment to determine maintenance and repair needs. Provide high-quality customer service to faculty, staff and students, assisting with audio visual equipment, meeting room setup, and other general building inquiries. Provide onsite support of all building operations in the absence of the Pierpont Commons Manager. Provide and prepare materials, equipment, supplies, and information needed for meetings. Schedule rooms, set up and clean up, arrange video conferencing, any other necessary equipment. Greet visitors, take minutes and follow-up with attendees as needed. Work closely with campus partners (e.g., Student Life Facilities, Wolverine Services, building tenants, North Campus academic schools and colleges). Provide oversight and administrative support for the Mcard operation. Control building door access through CCURE & building key access through key watcher system. Help with the purchasing, inventory, and upkeep of event operations equipment, supplies and furnishings. Financial Management (15%) Assist the Pierpont Commons Manager with the Mcard station operation, including preparing financial reports, organizing supplies and processes, and training the 20 Student Building Managers to operate Mcard services. Assist the Pierpont Commons Manager to ensure compliance with merchant terminal procedures and other financial processes. Partner with the Treasurer’s Office on Mcard station operations and compliance. Support University Unions leadership team with budget reconciliation and other reports. Prepare orders and inventory management of consumable office supplies. Other (5%) Additional responsibilities determined by the role. Position Responsibilities Criteria Excellent communication, interpersonal, and organizational skills Demonstrate an ability to problem solve and be adaptable in a fast-paced environment Demonstrate an ability to manage multiple priorities and navigate change effectively Financial/Budgetary Responsibility Follow all department and University financial policies and procedures, ensuring appropriate revenue and expenditures as budgeted. Working Conditions Work Schedule: Monday – Friday, 8:00 am – 5:00 pm (40 hours per week). Occasional evening and weekend on-call responsibilities may be required. Physical Requiremenets: Move, transport, or position items weighing up to 50 pounds Direct Reports No direct reports. Functional supervision only of up to 20 Student Building Managers. Required Qualifications High School diploma or an equivalent combination of education and experience Minimum of 4 years of related experience supporting and managing administrative responsibilities in a professional workplace Minimum of 2 years of facility operations experience Ability to work independently and as a team member to manage priorities and handle multiple, simultaneous assignments and deadlines while communicating status to multiple stakeholders Desired Qualificaitons Bachelor’s degree High level of professionalism, judgment, and attention to detail. Minimum of 5 years of experience with facility operations and/or coordinating complex projects Proficient in computer software with an interest in continual learning (e.g., Google suite, teleconferencing software) Experience with audio/visual equipment and software for meetings and events to meet customer needs with an interest in continual learning (e.g., Crestron) Knowledge of University of Michigan policies and procedures An understanding of and commitment to the college union philosophy in higher education These are the criteria that the hiring team will be evaluating the candidate for Ability to multitask, organize workload, attention to detail, and exercise discretion with sensitive and confidential information Excellent judgment; ability to function productively in an ever-changing, fast-paced environment with numerous interruptions Ability to work independently with a variety of confidential and highly-sensitive functions and make good decisions that reflect University policies, procedures and philosophies Highly effective written and verbal communicator, including being approachable, and relationship-building with internal and external customers Outstanding customer service and flexibility to meet diverse audience needs #J-18808-Ljbffr