Job Information
University of Michigan Administrative Assistant Inter in Ann Arbor, Michigan
Administrative Assistant Inter
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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.
Summary
Space Physics Research Lab (SPRL) in the College of Engineering is seeking an experienced, motivated Administrative Assistant to join our administrative team and support the activities of the lab.
Who We Are
Michigan Engineers are world-class educators, researchers, students and staff who strive to build a people-first future. As part of a top national public research institution, Michigan Engineering's mission is to provide scientific and technological leadership to the people of the world, develop intellectually curious and socially conscious minds, create collaborative solutions to societal problems, and promote an inclusive and innovative community of service for the common good.
Our vision, mission and values are supported by a people-first engineering framework that guides our work. As Michigan Engineers, we strive to apply excellent engineering fundamentals, integrated expertise and equity-centered values to reimagine what engineering can be, close critical gaps, and elevate all people. Information about our vision, mission and values can be found at: http://strategicvision.engin.umich.edu/ .
The University of Michigan has a storied legacy of commitment to Diversity, Equity and Inclusion (DEI). Michigan Engineering models that commitment in our research, culture and collaborations. We seek to recruit and retain a diverse workforce as a reflection of that commitment. Learn more about DEI at Michigan Engineering: https://www.engin.umich.edu/culture/diversity-equity-inclusion/
Why Work at Michigan?
In addition to a career filled with purpose and opportunity, The University of Michigan offers a comprehensive benefits package to help you stay well, protect yourself and your family and plan for a secure future. Benefits include:
Generous time off
A retirement plan that provides two-for-one matching contributions with immediate vesting
Many choices for comprehensive health insurance
Life insurance
Long-term disability coverage
Flexible spending accounts for healthcare and dependent care expenses
Maternity and Parental Leave
Responsibilities*
General Administrative Responsibilities
Provide complex administrative support to faculty and staff
Calendar management; schedule meetings and other appointments/engagements
Handle travel arrangements for assigned faculty, including the preparations of itineraries, the coordination of agendas with complex meeting schedules, and reimbursements
Coordinate visitors, including planning visits, taking care of parking passes, and other extensive travel arrangements, dinners, and other catered events
Execute and assist with event planning for the division
Other administrative duties as required
Maintain SPRL CCURE access to lab and building
Maintain key database, provide physical keys to office
Payroll Responsibilities
Notify staff of upcoming payroll dates
Communicate prior period adjustments
Run Biweekly and Monthly queries for payroll
Run Time Code Reports for Project Managers and Approvers
Correction vouchers to amend Incorrect Hours
Missing Time Certs to amend hours not submitted or approved on time
Purchasing Responsibilities
Monitor CLASP database for all new orders, ongoing orders, and previous orders
Create Marketsite POs, Vendor system POs, or Pcard purchases for engineer, faculty, and office staff
Track and receive deliveries. (Thursday receive deliveries for entire building, and notify all recipients of packages)
Submit invoices and reconcile pcard
Scan all shipping labels into CLASP database system and attach to corresponding order
Shipping Responsibilities
Prepare (print or email) all shipping labels for outgoing packages from the lab
Create corresponding database requisition for the purchase of the shipping
Coordinate whether package is to be picked up or dropped off by/to delivery service
Monitor tracking number, for pick up and delivery, along with the shipping employee
Required Qualifications*
Must be a U.S. Citizen due to funding requirements
Applicant must have a high attention to detail
Two or more years of previous administration
Proficient in Word, excel
Excellent communication skills
Ability to prioritize multiple projects
Desired Qualifications*
Working knowledge of UM purchasing system
Experience using M-Pathways procurement, concur, marketsite ordering, and purchase orders
Associate or bachelor's degree and one year experience in an office-related support position
Previous experience and familiarity with UM policies and procedures
Familiarity with university travel/expense system
Work Locations
The Michigan Engineering Office of Space Physics Research Lab operates in a hybrid work environment consisting of both in-person and remote work. This position will be classified as a FLEX position within the Michigan Engineering STARR classification matrix which means working on campus 3 days per week and working remotely the rest of the week. You can find more information here: https://rpm.engin.umich.edu/human-resources/telecommuting/
Additional Information
A higher salary may be considered for an extraordinarily qualified candidate.
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 any time after the minimum posting period has ended.
U-M EEO/AA Statement
The University of Michigan is an equal opportunity/affirmative action employer.
Job Detail
Job Opening ID
248981
Working Title
Administrative Assistant Inter
Job Title
Administrative Assistant Inter
Work Location
Ann Arbor Campus
Ann Arbor, MI
Full/Part Time
Full-Time
Regular/Temporary
Regular
FLSA Status
Nonexempt
Organizational Group
College Engineering
Department
Space Physics Research Lab
Posting Begin/End Date
5/13/2024 - 5/27/2024
Salary
$45,000.00 - $50,000.00
Career Interest
Administration
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