Administrative Specialist (Hybrid Position)

at  University of Michigan

HOW TO APPLY

A cover letter and resume are important submissions for the hiring team to get a sense of your experience and skill set. Submit both a cover letter and resume as one file.
The review of resumes will begin when the posting closes. Applicants selected for an interview will be contacted via email. The interview process will consist of an initial 45-minute screening interview and one or two additional interviews for select candidates. Additionally, samples of relevant work may be requested.

SUMMARY

The Taubman College of Architecture and Urban Planning is looking for an administrative specialist to join our business operations team. Reporting directly to the chief financial officer, (our organizational chart), you will provide confidential and highly responsible administrative support to the chief financial officer and business operations team members and work on a variety of projects, all of which require excellent organizational, analytical, and problem-solving skills with an acute attention to detail. Doing your work with a strong customer service orientation is critical to your success in an environment that emphasizes strong interpersonal skills, flexibility, collaboration, and continuous improvement.
This hybrid job is situated in Ann Arbor and on-campus work is expected three days a week, with a few offsite weeks throughout the academic year and an offsite period from mid-May to mid-August.

REQUIRED QUALIFICATIONS*

• Bachelor’s degree or an equivalent combination of education and experience
• 3 years of progressive administrative support work experience
• Intermediate experience with Google Suite and Microsoft Office
• Experience handling confidential information with discretion, managing multiple competing demands, and demonstrating exceptional customer service

• Provide comprehensive meeting support to the chief financial officer. Manage complex calendars, schedule meetings, and coordinate event logistics including drafting itineraries, room reservations, audio visual needs, catering, and more
• Support several evolving administrative needs related to business services, information technology, Media Center, and facilities
• Make recommendations to integrate and improve the management, organization and workflow of information across multiple college domains
• Provide overall coordination and schedule for project plans, tracking and documentation. Ensure all projects are completed and delivered on time
• Evaluate existing file management approaches and procedures to determine current effectiveness; implement improvements
• Perform independent research and prepare information for special projects including complex documents and spreadsheets
• Document meeting notes, organize procedure documents and prepare presentations
• Coordinate travel arrangements including air, hotel and car reservations; directions; trip itineraries; and compile trip materials
• Prepare data visualization and presentations through PowerPoint and Excel
• Handle all aspects of P-Card reconciliation and expense reports in Concur
• Provide routine office support including filing, copying, and scanning
• Other responsibilities as assigned