Administrative Assistant Intermediate

Apply Now
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.

Mission Statement

MDentistry: advancing health through education, service, research and discovery.

MDentistry Core Values: Compassion, Leadership, Excellence, Responsibility, Trust, Creativity, and Inclusion.

The mission of the University of Michigan is to serve the people of Michigan and the world through preeminence in creating, communicating, preserving and applying knowledge, art, and academic values, and in developing leaders and citizens who will challenge the present and enrich the future. The University of Michigan is committed to foster learning, creativity and productivity, and to support the vigorous exchange of ideas and information, not only in the classroom but in the workplace by:

-Creating a work environment in which people treat each other with respect and dignity, regardless of roles, responsibilities or differences.
-Providing support, direction and resources enabling us to accomplish the responsibilities of our jobs and to reach the goals that are set for professional and personal growth.

Responsibilities*

Office and Faculty Support

Serve as department receptionist, answer inquiries from visitors, students, faculty and staff, triage phone calls and walk-ins to the appropriate resource.  Schedule and organize departmental (and faculty) meeting including interviews, travel, events, space reservations, set up, food ordering, materials distribution, and participant directions, periodically being asked to attend and take meeting minutes. BMS staff human resource responsibilities including new hires/job postings, on-boarding/off-boarding, time keeping, effort changes, reappointments, temps, visa acquisition, and lab launches/decommissioning.  Serve as BMS subject matter expert to support the Dean's office with the Faculty Search Process (BMS Faculty).  Prepare and process documents as requested for faculty and department support including composing, proofreading, editing, copying, and printing (letters, class materials, presentations, syllabi, letters of recommendation, etc.) Assist the compliance team with annual compliance module completion tracking for faculty and staff of BMS. Collection and distribution of mail and packages.

 Finance/Procurement 

Contact suppliers for quotes on pricing, item availability, and quantities if requested from the ordering lab for items requiring Sole Source Justification, as well as obtain signatures and processing in the OPS system.  Provide support to BMS p-card holders for monthly reconciliation reports.  Process reimbursement requests for BMS/Staff.  Inventory and ordering of office supplies, printer supplies, and general supplies for BMS/Pros Admin Office, Adjunct Faculty Office, and BMS Office. Process orders through M-Marketsite and OPS.  Compile data and resources as requested Facilities, Operations, and IT. Update and maintain internal department website.  Submit and follow up on IT tickets for faculty (computer help, purchasing new equipment, etc.) Process and follow up on work orders submitted for faculty office/lab maintenance.  Department Contact for research equipment maintenance/issues; create and maintain a master list of vendors and service contracts and contact on behalf of faculty when equipment needs maintenance. 

Other duties as requested

Required Qualifications*

- Requires a high school education or equivalent and two to four years of broad and progressive administrative experience performing advanced, diversified and confidential duties. 

- Proven ability to work professionally and serve as a representative of the office with discretion. - Ability to work in a fast-paced and collaborative environment.

- Ability to work flexibly and independently, set priorities, work simultaneously on numerous tasks, use good judgment and initiative - Ability to meet deadlines.

- Possess strong interpersonal, verbal and written communication skills. 

- Friendly, dependable, and professional with a welcoming personality. 

- Have a proven record of good attendance, strong attention to detail, deep dedication to customer service, and a team approach to work. 

- Possess exceptional office technology skills including Microsoft products, virtual platforms - Strong willingness to learn and master new technologies as needed.

Desired Qualifications*

Knowledge of University of Michigan policies and procedures.  Knowledge of School of Dentistry policies and procedures.     Previous experience in an academic work setting.   Previous M-Pathways experience.

Work Locations

This position is located in the School of Dentistry at 1011 N University Ave.

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 will be performed in compliance with the Fair Credit Reporting Act.

Application Deadline

Job openings are posted for a minimum of seven calendar days. This job 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.