Job Information
University of Michigan Administrative Assistant Intermediate in Ann Arbor, Michigan
Administrative Assistant Intermediate
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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.
Who We Are
Michigan Engineers are world-class educators, researchers, students and staff who strive to build a people-first future. As part of a top national public research institution, Michigan Engineering's mission is to provide scientific and technological leadership to the people of the world, develop intellectually curious and socially conscious minds, create collaborative solutions to societal problems, and promote an inclusive and innovative community of service for the common good.
Responsibilities*
Purchasing - 45%
Process purchasing requests: This may include, but is not limited to, procuring laboratory supplies via M-Marketsite, Pcard, or purchase order.
Request special approvals for purchases of restricted commodities as needed.
Follow proper procedures, including review of Sole Source Justifications as required, for purchases over a certain dollar amount.
Process reimbursements: This may include, but is not limited to, submitting reimbursements to Shared Services through the T&E system, ensuring all proper documentation is attached for submission, and following up with Shared Services as questions arise.
Work closely with faculty, staff, and grant managers to verify and assign appropriate funding sources for purchases, track receipts of purchases, and maintain backup materials for reconciliation.
Manage Online Purchasing System (OPS) groups.
Vendor Maintenance: As needed, this position may be required to submit documentation to the Shared Services Center to create/update vendors.
Submit invoices to Shared Services for payment as needed
Reconciliation - 25%
Order Receiving/Return/Lost: Receive package deliveries (track packages and mailroom) and notify students, staff, or faculty that they have a package ready for pickup.
Follow up with suppliers on order returns and on lost packages.
Reconciliation: Reconcile P-Card. This includes gathering receipts and backup materials in support of reconciliation.
Journal Entries: Assist in gathering documents and requesting and/or creating journal entries for the department.
Other - 30%
Other Duties: While the aforementioned duties are priority for this position, there may be additional tasks assigned as needed.
Assist the Department Administrator as needed with departmental business
Hazardous material shipment, other shipping labels
Process PeoplePay and check deposits
Support for Department events
Order and keep stock of office and kitchen supplies
Kitchens: coffee, supplies, clean if needed
ME Main Office walk-ins
Assist with faculty search as needed
Process conference room reservations
Order parking passes
Department admin support as assigned (printing syllabus, exams, formatting for Word documents, collecting data, etc)
Assist with travel arrangements such as hotel accommodations, flights, transportation, etc.
Oversee the main phone line and reply to or forward voicemails as needed
Required Qualifications*
High school diploma;
Two-four years of administrative experience;
Ability to manage multiple projects at once;
Strong communication and grammatical skills are required.
Modes of Work
Positions that are eligible for hybrid or mobile/remote work mode are at the discretion of the hiring department. Work agreements are reviewed annually at a minimum and are subject to change at any time, and for any reason, throughout the course of employment. Learn more about thework modes (https://hr.umich.edu/working-u-m/my-employment/ways-we-work-resource-center/ways-we-work-implementation-group/modes-work) .
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.
Job Detail
Job Opening ID
257722
Working Title
Administrative Assistant Intermediate
Job Title
Administrative Assistant Inter
Work Location
Ann Arbor Campus
Ann Arbor, MI
Modes of Work
Hybrid
Full/Part Time
Full-Time
Regular/Temporary
Regular
FLSA Status
Nonexempt
Organizational Group
College Engineering
Department
Mechanical Engineering
Posting Begin/End Date
12/11/2024 - 1/01/2025
Salary
$45,000.00 - $55,000.00
Career Interest
Administration
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