FAST Administrative Assistant

Job Title

Serve as a member of a team that provides complex operational and administrative support to faculty and professional staff.

Job Summary

Provide administrative support to faculty for purchasing utilizing PCard and for travel/hosting reimbursements. Provide general administrative support to the School of Social Work faculty and administration. Requires extensive use of Google and Microsoft applications for correspondence, course outlines, reports, and class materials; Operate and maintain office equipment to include copiers, fax machines, scanners and shredders. Retrieve and deliver mail; process documents as requested.

Responsibilities*

Primary Responsibilities

• Purchasing activity including ePro requisitions, non-purchase order vouchers, purchase orders, PCard Purchases, M-Marketsite orders, Printing Services requests, etc.
• Reconciling own P-card monthly.
• Preparing and processing expense and hosting reports (TBHER).
• Coordinating travel arrangements for faculty, staff, and their students.
• Provide logistic support to Deans' events and provide staffing as needed
• Assist in processing Emburse reimbursement requests, acting as delegate for faculty and staff.
• Assisting suppliers with inquiries pertaining to invoices and subsequent payment of invoices.
• Investigating late shipments and delinquent orders of supplies, materials and equipment purchased.
• Preparing shipping labels through Campus Ship/UPS/USPS.
• Ordering books and supplies to support instructors teaching.
• Purchasing supplies and maintaining general supplies for the School.
• Distributing temporary parking passes for guests; reconcile parking pass activity.
• Coordinating maintenance and repair requests on office equipment.
• Processing incoming and outgoing mail.

Other duties may include:

• Making copies as requested by faculty to support classes.
• Daily monitoring of the Faculty/Staff lounges and copy rooms.
• Assisting the Facilities team as needed.
• Performing other ad hoc duties as requested.
• Act as facilities assistant as needed by performing the following:
• Provide follow-up support by carrying 2-way communication radio.
• Respond to copier issues and troubleshoot office equipment as needed.
• Coordinate maintenance and repair requests on office equipment.
• Routinely move classroom equipment, objects and boxes up to 75 pounds.
• Serve as a member of the Building Incident Response Team (BIRT).
• Assisting with planning of events for committee, faculty and staff events.
• Ability to ascend and descend stairs.

Desired Qualifications*

• Computer literacy with proficiency in Google and Microsoft Applications for correspondence.
• Strong interpersonal skills, including the ability to work effectively and professionally with the large and diverse University community as well as external constituents.
• Excellent oral and written communication skills. Demonstrated organizational skills to follow-through, plan, and organize and manage a large and diverse workload with excellent attention to detail and ability to meet deadlines in a timely manner.
• Ability to work, problem solve and make decisions with limited supervision.
• Two or more years of experience in general office work.
• Bachelor's degree preferred with two years of administrative experience.
• Ability to establish and maintain positive and cooperative relationships with students, staff, faculty and colleagues at the School of Social Work and at partner institutions.

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 the work modes.

Available to work 8am - 5pm Monday - Friday.

This person must be willing to be flexible on occasions to cover special events when necessary.

This is an in-person position at the School of Social Work in Ann Arbor, Michigan. However, with supervisor approval, many staff are generally allowed to work a hybrid/flexible schedule aligned with the School's Policy on Flexible Work.

Additional Information

Candidates for this position must be legally authorized to work in the United States. Visa sponsorship is not available for this position.

Application Deadline

In order to receive full consideration for your application, please submit your bid within the first seven calendar days of this posting. UM job openings are posted for a minimum of seven calendar days and the SSW may start the review/selection process as early as the eighth day after posting. This job may be removed from posting boards and filled any time after the minimum posting period has ended.

U-M EEO Statement

The University of Michigan is an equal employment opportunity employer.