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Job Details

WSTPC and MDP Administrative Assistant

Company name
University of Michigan

Salary
$37,000.00 – $42,000.00

Location
Ann Arbor, MI, United States

Employment Type
Part-Time

Industry
Administrative

Posted on
Feb 08,2019

Valid Through
May 24,2019

Profile

Job Summary

The Wilson Student Team Project Center (WSTPC) and the Multidisciplinary Design Program (MDP) in the College of Engineering are seeking an organized and efficient Administrative Assistant who will play a crucial role in the overall success of our programs. This is a new position supporting both teams. The hours are very flexible and can be arranged around the right candidate's needs, with an option for reduced effort (part time hours) in the summer. This is an intermediate-level position supporting financial management, executing events, managing human resources functions for temporary staff and student employees, and performing other related duties as assigned, all with a professional and friendly customer service focus. WSTPC and MDP work in close coordination to support a wide range of student experiential opportunities.

WSTPC is a 24/7 workshop where students can experience hands-on prototype development and fabrication, enhance their understanding of engineering theory, and apply their knowledge in a practical setting. WSTPC furnishes students with a unique opportunity to experience professional engineering practice, interact with one another, share ideas, showcase their projects, and take smart risks in a supportive multidisciplinary environment.

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, MDP pilots new models for experiential learning and conducts educational methods research to improve the quality of our engaged learning opportunities.

For further program information please see our websites: teamprojects.engin.umich.edu

and http://mdp.engin.umich.edu

The successful candidate will have the ability and desire to function in a team-based organization, leading some projects/functions and taking a supporting role on others. They will have a positive attitude and demonstrate the ability to quickly learn new skills.

This position joins a combined WSTPC / MDP team of 8 dedicated staff members and over 30 student temporary staff and will report directly to the Senior Administrative Assistant. This position is full-time during normal business hours for the entire calendar year, with occasional evening and weekend hours required to support student events, such as Saturday morning workshops or early-evening information sessions.

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.

http://careers.umich.edu/benefits/

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

Responsibilities*

50% - Financial Management & Support

Support the strategic management of the programs 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.

Manage student materials purchasing process (order, delivery, and reimbursement) for 500 students, exceeding $100,000 per year.

Ensure all materials, equipment and services purchasing complies with U-M procurement policies.

Reconcile P-cards and prepare travel and hosting expense reports in Concur.

20% - Human Resources Responsibilities

Support program-level human resources functions through data entry, assisting in the hiring process of student employees (including posting approved positions, scheduling interviews and completing system hiring requirements), maintaining employee records and coordinating employee orientations.

Provide an organized, professional front office function including: responding to inquiries, visitor welcome and support, calendar management, and other duties as assigned.

Ensure responsive, professional communications with internal and external partners, including interaction with units across campus and with corporate/industry visitors.

Develop and maximize key relationships across the University to deliver excellent service for faculty, staff and students.

20% - Event Planning and Execution

Execute a range of student and external sponsor events including Open House, Ice Cream Social, Summer Picnic, Advisory Board Meetings, etc.

Support annual College-wide Design Expo planning and execution each Fall and Winter Term including: faculty, staff, and student coordination; communications and marketing; logistics, facilities, and financial reporting.

Manage Student Technical Workshops: scheduling, facilities/equipment, advertising and communications, attendee and guest instructor support.

10% - Other Projects/Responsibilities

Participate in sponsor relationship management efforts, supporting communication, documenting activities in CRM system, and independently addressing external and internal sponsor needs when possible.

Participate in the creation and periodic review of 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.

Required Qualifications*

High school education or equivalent and two years of relevant experience

Ability to work independently and as a team member to set priorities and handle multiple, simultaneous assignments and deadlines

Strong, detail-oriented 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 partners.

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

Demonstrated initiative in a collaborative and open working environment

Incorporates customer support and program needs in decision making

Working knowledge of Google (Calendar, Gmail, Documents, Spreadsheets) and Microsoft (Word, Excel, Powerpoint)

Willingness and ability to work occasional weekend and evening hours to support student events

The person in this position occasionally lifts materials up to 30 pounds and transports them throughout the building and to other campus venues for events and meetings

This position requires moving throughout the building to access files and materials, and around the campus to attend meetings and events

Desired Qualifications*

Bachelor’s degree

Working knowledge of U-M 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

Working knowledge of customer relationship management (CRM) and email marketing tools

Experience planning and executing medium- and large-scale events

Experience in managing front office operations for a decentralized department

Working knowledge of U-M organizational policies, rules and regulations regarding procurement/purchasing, hiring and payroll

Experience with higher education student programming, preferably at U-M

Passion for the University of Michigan and engineering education

U-M EEO/AA Statement

The University of Michigan is an equal opportunity/affirmative action employer.

Company info

University of Michigan
Website : http://www.umich.edu

Company Profile
Welcome to the University of Michigan, a place with deep traditions focused on creating brighter futures. We invite you to explore the diverse and vibrant community that makes us the home of Leaders & Best.

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