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.

Mission Statement

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.

Our vision, mission and values are supported by a people-first engineering framework that guides our work. As Michigan Engineers, we strive to apply excellent engineering fundamentals, integrated expertise and equity-centered values to reimagine what engineering can be, close critical gaps, and elevate all people. 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). Michigan Engineering models that commitment in our research, culture and collaborations. We seek to recruit and retain a diverse workforce as a reflection of that commitment. Learn more about DEI at Michigan Engineering: https://www.engin.umich.edu/culture/diversity-equity-inclusion/

Who We Are

The Department of Naval Architecture and Marine Engineering at the University of Michigan, Ann Arbor, was started in 1879 with an act of Congress authorizing a Navy officer to teach "steam engineering and iron shipbuilding." Since this modest beginning, NAME has grown into a worldwide leader in education and research, with 25 faculty and 11 staff, serving our undergraduate and graduate students along with a network of some 3,000 living alumni. Our department continues to develop engineers and technology to advance the state-of-the-art systems operating in the marine environment. The department's students and faculty engage in a wide range of research, with specialists working in hydrodynamics; marine and offshore structures; dynamics, control and marine system integration; robotics and autonomy; yacht design; design, production, and management; marine renewable energy; and structural and hydro-acoustics. The Department has access to outstanding computational resources as well as the experimental facilities of the Marine Hydrodynamics Laboratory with its large physical modeling basin which serves as a vital resource.

Responsibilities*

This position will provide 50% support to the Naval Architecture and Marine Engineering (NAME) department faculty and staff, and 50% support to various research and outreach initiatives, including but not limited to, the IUCRC Center for Growing Ocean Energy Technologies and the Blue Economy (GO Blue). The ideal candidate will assist in the daily operation of the NAME Department and support various initiatives in areas such as event planning, administrative support, student field trips, community engagement, and coordination of proposal efforts, including the proposed NRT (National Research Traineeship) proposal.

Events and Engagement Activities: (50%)

• Provide coordination and support for the development and execution of NAME/GO Blue events and engagement activities, ceremonies, workshops, conferences, seminars, special meetings, retreats, recruitment/orientation activities, field trips, demonstrations, webinars, etc.

• Network with the event/activity lead, NAME/GO Blue team members, service providers, university entities, partners, and participants to ensure the highest-quality experiences.

• Collaboratively coordinate all logistics including scheduling, invitations, registrations, facilities, room setup, A/V and other services, special equipment, catering, vendors, event materials, visitor travel arrangements, parking, transportation, safety & permissions compliance, special accommodations, evaluations, etc.

• Offer administrative support for events by managing calendars with guests and faculty, coordinating meetings, and handling correspondence.

• Carry out all events on time and budget, ensure all event setup, details, logistics, and run of the show are operating as planned.

• Work with the NAME staff to develop and implement event/activity communications, materials, signage, photo/video support, etc.

• Coordinate the special logistics of all in-person, virtual, and hybrid events/activities (i.e. equipment needs, Zoom meetings/breakout rooms/surveys).

• Provide direct oversight at actual events/activities for NAME/GO Blue and be able to help set up for events and coordinate breakdown of events as applicable.

• Develop and execute event/activity assessment tools and generate summary reports.

• Stay current on related University and college policies and procedures, utilize best practices, ensure event/activity compliance, and keep internal resources updated as needed.

Procurement/Travel/Hosting/Reimbursements: (40%)

• Provide the support and expertise for NAME/GO Blue procurement, travel, hosting, and reimbursement activities.

• Assist faculty, staff, students, and guests with travel arrangements, reimbursement, and honorarium submissions for NAME/ GO Blue; review for accuracy and compliance; process through appropriate university systems (ChromeRiver, PeoplePay, etc.).

• Network with college and university entities to ensure accuracy and compliance, and to troubleshoot and resolve issues.

• Reconcile PCard purchases and reimbursements for NAME/ GO Blue in a timely and accurate manner; provide appropriate supporting documentation to relevant entities (UM Shared Services).

• Stay current on University and college related policies and procedures, follow best practices, and ensure department compliance; assist with NAME-specific policies and procedures.

General Department: (10%)

• Support the overall strategic planning, alignment, and implementation efforts for NAME/GO Blue.

• Participate in ensuring effective and integrated connections, communications, and workflows across NAME/GO Blue teams and stakeholders.

• Participate in fostering a positive, welcoming, and professional environment that reflects department, college, and university values and diversity, equity, and inclusion efforts.

• May perform other responsibilities as assigned.

Required Qualifications*

• Bachelor degree in Business, Accounting or a related field or one to two years of experience with an equivalent combination of education and experience.

• Experience in event planning and coordination.

• Experience with the University of Michigan travel and expense policies and procedures.

• High level of proficiency with Google suite (Gmail, Google Calendar, Google Docs, Google Sheets, Google Drive).

Desired Qualifications*

• Excellent interpersonal, verbal communication, written communication, and collaborative skills with a commitment to creating a positive work environment.

• Demonstrated attention to detail and organizational skills, ability and desire to work independently, be part of a team, and show initiative.

• Knowledge of UM policies and procedures or policy & procedures in a higher educational environment.

• Demonstrated customer service skills and ability to work well with a diverse population.

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

254990

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

Naval Arch & Marine Dept

Posting Begin/End Date

10/08/2024 - 10/22/2024

Salary

$45,000.00 - $50,000.00

Career Interest

Administration

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