Administrative Assistant Senior - Business Operations (Hybrid)

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 experience that directly relate to this position.

The Administrative Assistant Senior reports to the Associate Vice Chancellor & Dean of Students. You will be responsible for financial, human resources, travel planning, and purchasing support in the Office of the Dean of Students, the Office of Student Involvement and Leadership, and for UM-Flint registered student organizations.

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 after 12 months of eligible service, with immediate vesting.
• Many choices for comprehensive health insurance.
• Life insurance
• Long-term disability coverage
• Flexible spending accounts for healthcare and dependent care expenses.

Eligibility for benefits is based on your job group, your appointment percentage and the length of your appointment. Learn more about employee benefits and eligibility and download the Comprehensive Benefits for Faculty and Staff flier .

For tuition support information can be found at: https://www.umflint.edu/hr/ benefits/

Information about our vision, mission and values can be found at: https://www.umflint.edu/ chancellor/leadership-mission- vision/

University of Michigan-Flint - Plan for Diversity, Equity and Inclusion

The University of Michigan-Flint's DEI plan can be found at: https://www.umflint.edu/dei/.

The University of Michigan-Flint exhibits its commitment to diversity, equity, and inclusion through enacting fair practices, policies, and procedures particularly in support of the equitable participation of the historically underserved. UM-Flint recognizes the value of diversity in our efforts to provide equitable access and opportunities to all regardless of individual identities in support of a climate where everyone feels a sense of belonging, community, and agency.

Diversity is a core value at University of Michigan-Flint. We are passionate about building and sustaining an inclusive and equitable working and learning environment for all students, staff, and faculty. The University of Michigan-Flint seeks to recruit and retain a diverse workforce as a reflection of our commitment to serve the diverse people of Michigan, to maintain the excellence of the University, and to offer our students richly varied disciplines, perspectives, and ways of knowing and learning for the purpose of becoming global citizens in a connected world.

Financial and Vendor Management

• Provide financial support to all registered student organizations including university account oversight, purchasing, travel arrangements, reimbursements, deposits, cash advances, reconciliation, training and compliance with all budget guidelines established by the University and the department.
• Follow all budget guidelines established by the University and ensure proper spending and reconciliation for department and student organizations.
• Review financial reports and invoices and reconcile with monthly Statement of Activity Report and correct any discrepancies
• Prepare and process all forms of payment for student organizations and the department (purchase orders, additional pay, etc.).
• Assist with establishing new vendors and ensure approved vendors are used by the department and student organizations.
• Serve as department purchasing agent for all staff and student organizations.
• Review and process contracts per the stipulated guidelines established by the University of Michigan.
• Prepare program specific and year-end financial reports as requested.
• Prepare monthly Concur reports for all department staff.
• Provide administrative support to the Student Activity Fee Allocation Committee including attending meetings, minute keeping and notification of awards.
• Perform annual gap analysis, according to Business & Finance guidelines, for all related budgets.

Human Resources Management

• Provide administrative support to all department hiring processes including posting positions, managing online application process, arranging interviews, and closing positions and ensuring onboarding compliance
• Help hire and train all student workers.
• Assist with payroll processes including processing phone stipends, evaluating timesheets and approving time as a delegate.
• Ensure compliance with hiring practices as outlined by Human Resources including participation in ongoing training provided by HR.
• Work with Human Resources and other university departments to ensure hiring/termination of employees is processed.
• Maintain accurate personnel files for all department staff.
• Help submit annual evaluations and merit increase process.

Administrative/Communication/Marketing

• Oversee department vacation and remote work calendars.
• Facilitate and respond to communication from any University constituent.
• Understand and use applicable computer applications: Banner, Google Suites, Gmail, Share Drives, Microsoft, Adobe,etc.
• Ensure electronic files are updated, accurate and purged according to record retention policies.
• Utilize department related technologies (Campus Connections, Maxient, M-Pathways, etc.)
• Serve as a mandatory reporter (Clery Act) and responsible employee (Title IX) and immediately reports related incidents according to federal mandates and university policies.

Additional Information

This position provides a flexible schedule that varies based on the time of year. Remote work is not guaranteed on a weekly basis.

• High school diploma or equivalent
• 4 or more years of related experience to include budget management and customer service
• Advanced computer skills, using Microsoft Office software or Google suite.
• Understands and values diversity and the importance of inclusion as demonstrated through commitment to apply and incorporate differences, complexities, and opportunities that diversity brings to an organization.

Hybrid:

A consistent hybrid work schedule (some days on campus and some days working remotely) may be available for this position at this time. However, this is subject to change based upon the duties of the position and the needs of the department.

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.

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.