A cover letter, not to exceed one page, is required and must answer the following:
Your experience providing administrative support to an organization,
Your customer service philosophy for faculty, students and staff, and
The tools and/or systems ( Microsoft Office, Google Calendar, MReports, PeopleSoft, Wordpress, etc.) in which you are proficient.
Submit your cover letter and resume as a single electronic document.
Candidates who are not in compliance with these requests will not be considered.
The College of Engineering’s Multidisciplinary Design Program (MDP) offers students from across the university a wide variety of team-based, experiential learning opportunities. We partner with research faculty and industry leaders to bridge the gap between the classroom and professional experience. Additionally, the Multidisciplinary Design Program pilots new models for experiential learning and conducts educational methods research to improve the quality of our engaged learning opportunities.
MDP is seeking an organized and efficient Administrative Assistant who will play a crucial role in the overall success of the program, supporting financial management, and delivering front- and back-office operations with a professional and friendly customer service focus. The successful candidate will have the ability and desire to function in a team-based organization; leading some projects/functions and in a supporting role on others. They will have a positive attitude and demonstrate the ability to quickly learn new skills.This position joins a team of four full time administrative staff, two faculty advisors, graduate student graders, and student peer mentors. The position will report directly to the Director of the Multidisciplinary Design Program. For further program information please see our website: http://mdp.engin.umich.edu
Financial Management & Sponsored Research Support (40%)
Serve as the single administrative contact responsible for the day-to-day operational management of all financial activity within the program.
Support the strategic management of the program through accurate and timely reporting of financial information to program staff. Identify errors within the financial reporting system and take corrective action to ensure errors are resolved.
Coordinate between Office of Research and Sponsored Projects (OSRP) and program partners (Government, Non-Profit and Industry) to receive contracts, initiate Proposal Approval Forms (PAFs), issue invoices, and receive payments.
Manage student materials purchasing process (order, delivery, and reimbursement) for 500 students, exceeding $100,000 per year. Monitor budget limits for student teams. Ensure all materials, equipment and services comply with UM purchasing policies.
Event Planning and Management (15%)
Lead the Design Expo planning and execution each Fall and Winter Term -- including: Faculty, Departmental, GSI, and student coordination; communications and marketing; logistics, facilities, and financial reporting.
Manage MDP Student Workshops: scheduling, facilities/equipment, advertising and communications, attendee and guest instructor support.
Office Management Responsibilities: (35%)
Front Office Responsibilities: Provide an organized, professional front office function including: responding to inquiries, visitor support, calendar management, and other duties as assigned. Ensure responsive, professional communications with corporate partners.
Back Office Responsibilities: Manage all back-office operations, arranging and managing staff and student travel, schedules, submitting payroll requests for student assistants, managing and maintaining office supply inventory and deliveries, PCard statement reconciliation and payments in Concur, etc.
Develop and maximize key relationships across the University to deliver excellent service for faculty, staff and students.
Participate in sponsor relationship management efforts, supporting communication, documenting activities in CRM system, independently addressing external and internal sponsor’s needs when possible.
Participate in the creation and periodic review of MDP policy and standard operating procedures. Identify areas where attention is required including identification of issues, comparing and evaluating courses of action, and leading decision making process through implementation.
Training/ Professional Development
MDP deeply values and affords time for training and professional development. The successful candidate will actively participate in the continuous improvement of both their professional skills and the MDP program. Efforts include the opportunity to learn best practices from colleagues across the College of Engineering and beyond, participate on College of Engineering and UM committees when appropriate (e.g. hiring committees for other units, event coordination, networking, etc), attend professional development workshops hosted by the HR Development group at UM, increase awareness of personal strengths and communication style as related to MDP team and diverse stakeholders (working with Faculty, Students and Corporate Partners and participate in team development activities.
High school education or equivalent and at least 4 years of relevant experience.
Ability to work independently and as a team member to set priorities and handle multiple, simultaneous assignments and deadlines.
Strong quantitative skills, particularly managing a broad range of financial accounts.
Strong interpersonal communication skills. Must be able to effectively support a broad range of customers: students, faculty, staff and external corporate sponsors.
Excellent verbal and written skills. Must demonstrate excellent attention to detail; strong skills in grammar and professional writing.
Extensive time management and independent problem-solving abilities.
Demonstrates initiative in a collaborative and open working environment. Incorporates customer support and program needs in decision making.
Working knowledge of Google (Calendar, Email, Documents, Spreadsheets) and Microsoft (Word, Excel, Powerpoint).
Willingness and ability to work limited weekend and evening hours to support student events.
Working knowledge of University administrative systems (specifically MReports, Concur, Wolverine Human Resources Management Systems (PeopleSoft), and M-MarketSite)
Experience managing multi-project financial accounts in MReports.
Advanced spreadsheet knowledge and experience
Working knowledge of Wordpress
Ability to independently manage and implement large events (e.g., Design Expo, MDP Skill Workshops)
Experience in managing front office operations for a decentralized department.
Working knowledge of the University’s organizational policies, rules and regulations regarding procurement/purchasing, hiring and payroll.
Experience with higher education student programming, preferably at the University of Michigan
Passion for the University of Michigan and engineering education.
Standard business hours (Permanent /Full Time / Hourly)
This position is full-time during the entire calendar year
Initial 90-day probationary period with performance review
Occasional evening and weekend hours required during the academic year to support student events, such as Saturday morning workshops or early-evening information sessions.
The person in this role routinely moves through the building and around campus to attend meetings, events and access files and materials.
The person in this position occasionally transports materials weighing up to 30 pounds throughout the building and to other campus venues for events and meetings.
Michigan Engineering’s vision is to be the world’s preeminent college of engineering serving the common good. This global outlook, leadership focus and service commitment permeate our culture. Our vision is supported by a mission and values that, together, provide the framework for all that we do. 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). The Michigan Engineering component of the University’s comprehensive, five-year, DEI strategic plan—along with updates on our programs and resources dedicated to ensuring a welcoming, fair and inclusive environment—can be found at: http://www.engin.umich.edu/college/about/diversity.
The University of Michigan is an equal opportunity/affirmative action employer.
A great university is made so by its faculty and staff, and Michigan is recognized as one of the best universities to work for in the country. The Michigan culture is known for engaging faculty and staff in all facets of the university to create a workplace that is vibrant and stimulating.For two consecutive years, the Chronicle of Higher Education has placed U-M in its "Great Colleges to Work For..." survey. In particular, the university earns high marks for strong relations between faculty and administrators, a collaborative system of governance, strong pay and benefits, and a healthy work/life balance.