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
As a Senior Administrative Assistant for the Department of Mechanical Engineering, you will play a crucial role in overseeing administrative services and ensuring the smooth functioning of departmental activities. Your responsibilities will include providing functional supervision to Associate and Intermediate Administrative staff, guiding staff, students, and faculty on University policies, and facilitating various departmental events.
Who We Are
Michigan Engineers are world-class educators, researchers, students and staff who strive to build a people-first future. As part of the nation’s number one 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: .
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:
Responsibilities*
Supervision and Coordination:
– Provide functional supervision to 2-3 Administrative Assistants, supporting ME faculty, staff, and students with various administrative tasks.
– Oversee duties such as order placement, processing travel and expense requests, copying exams, mail distribution, conference room reservations, parking pass requests, hosting arrangements, and other departmental administrative duties.
Travel and Expense Oversight:
– Review and monitor the Travel and Expense Request system, ensuring timely approval by financial staff and faculty before submission to SSC.
– Verify the processing of reports by SSC in the University financial system and confirm requester payments.
Ordering System Management:
– Review and monitor the Ordering system, ensuring all requests are approved by financial staff and faculty and orders are placed promptly.
Policy Guidance:
– Address inquiries related to purchasing, travel, and expense policies.
Event Support:
– Assist the ME Departmental Seminar series committee in organizing weekly seminars and departmental functions.
– Coordinate with speakers, arrange travel logistics, prepare seminar materials, and handle event-related tasks.
Metrics and Procedures:
– Provide and review metrics to maintain appropriate staffing levels and workloads.
– Contribute to setting internal procedures for administrative support within Mechanical Engineering.
Policy Updates:
– Stay informed about changes in University policies and collaborate with department staff to adapt internal procedures accordingly.
Backup and Documentation:
– Act as a backup for administrative support staff and Chair Secretary during absences.
– Compile and review an administrative support manual, ensuring it remains up-to-date with current processes and policies.
Additional Administrative Support:
– Assist the department with any other administrative tasks that may arise.
– Process additional pay for faculty stipends.
Required Qualifications*
Work Locations
The Michigan Engineering Office of Mechanical Engineering 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 2-3 days per week and working remotely the rest of the week. You can find more information here:
Underfill Statement
This position may be underfilled at a lower classification depending on the qualifications of the selected candidate. The salary offered will be commensurate with level of position. A higher salary may be considered for an exceptionally 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 anytime after the minimum posting period has ended.
U-M EEO/AA Statement
The University of Michigan is an equal opportunity/affirmative action employer.
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