Administrative Assistant

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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

The University of Michigan department of Environment, Health & Safety is seeking an Administrative Assistant Intermediate. This position serves as a critical member of the EHS
Administrative Team, who share responsibility for the day-to-day clerical and administrative support of the EHS department. The ability to work as part of a team is essential to the success of the person in this position.

Why Work at Michigan?

Being part of something greater, of serving a larger mission of discovery and care - that's the heart of what drives people to work at Michigan. In some way, great or small, every person here helps to advance this world-class institution. It's adding a purpose to your profession. Work at Michigan and become a victor for the greater good. 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, including family care
• A retirement plan that provides immediate vesting and two-for-one matching contributions after 12 months
• Many choices for comprehensive health insurance
• Dental, Vision, and Life insurance 
• Long-term disability coverage
• Flexible spending accounts for healthcare and dependent care expenses 
• Paid maternity and parental leave
  

Responsibilities*

Key responsibilities include, but are not limited to the following:

• Prepare purchase orders, process invoices, and set up new vendors.
• Assist with plan review coordination and submissions.
• Prepare monthly service unit billing spreadsheet using established department procedures.
• Review payroll information for accuracy.
• Assist with expense reporting and travel arrangements.
• Assist with maintaining department contact lists, email distribution lists, organizational chart, and reference files.
• Assist with new employee onboarding.
• Assist with ordering office supplies through M-Marketsite.
• Act in accordance with the Facilities and Operations' guiding principles: respect, collaboration, proactive, solutions-based and responsibility to the environment.
• Support Diversity, Equity and Inclusion initiatives across Facilities and Operations.
• Other duties as assigned.
  

Skills You Have

• Ability and desire to work as part of a team in alignment with the core values of Facilities and Operations.
• Demonstrated ability to work independently, prioritizing work and balancing multiple projects concurrently. 
• Demonstrated ability to initiate activities and carry them through to completion as well as the flexibility to change focus and priorities quickly.
• Experience handling highly confidential and sensitive information with a demonstrated ability to use sound judgment and diplomacy.
• Strong verbal and written communication skills including active listening. 
• Ability to exercise tact and discretion in relationships with co-workers, staff, and members of management.
• Ability to build positive and productive relationships with individuals at various professional levels.
• Prior customer service experience.
  

Required Qualifications*

• High School diploma plus 2 or more years of progressively responsible administrative experience in a customer focused environment.
• Strong verbal and written communication skills.
• Ability to communicate effectively with a broad range of people across all levels of the organization. 
• Excellent organizational skills with strong attention to detail.
• Ability to maintain confidentiality. 
• Passion for building strong working relationships and a commitment to promoting a positive environment.
• Must exhibit and promote Facilities and Operations values of respect, collaboration, being proactive and solutions based.  
• Highly proficient in the following software platforms:  
• Google Suite (Mail, Calendar, Drive, etc.)
• MS Office Suite (Word, Excel, PowerPoint) 
• Demonstrated excellent attendance record.
  

Desired Qualifications*

• Broad knowledge of U-M policies and procedures.
• Proficient in the following software platforms:  
  • MPathways
  • Zoom or other teleconferencing platforms
    

Work Schedule

Monday-Friday, 40 hours per week, 7:00 am to 4:00 pm

Additional Information

U-M Facilities and Operations (F&O) seeks to recruit and retain a diverse workforce as a reflection of our commitment to serve the diverse people of Michigan, to sustain the excellence of the University, and to offer our faculty, staff and students richly varied disciplines, perspectives, and ways of knowing and learning.

F&O is a positive organization dedicated to the principles of being respectful, collaborative, solutions-based, and proactive.

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.