University of Michigan Administrative Specialist in Dearborn, Michigan

Job Summary

The University of Michigan-Dearborn (UM-Dearborn) invites applications for the position of Administrative Assistant. Through the leadership of the Director of Athletics & Recreation office, the Administrative Assistant will serve as the primary contact for all students, faculty and staff and provide a wide range of administrative duties, office support, and activities coordination for the department. This position reports directly to the Director of Athletics & Recreation. These responsibilities are performed in an ethical manner consistent with the University’s and Department’s mission, vision, and cultural values. UM-Dearborn is among the top-tier comprehensive public universities in the Midwest with approximately 9,300 students, outstanding faculty and staff as well as beautiful facilities and grounds.

Knowledge, Skills, and Abilities

  • Demonstrated excellent oral and written communication skills.

  • Demonstrated excellent customer service skills.

  • Demonstrated effective interpersonal skills and enthusiasm, as well as respect for individuals.

  • Ability to perform detailed office tasks accurately and efficiently.

  • Ability to interact effectively and professional with staff, students, faculty, and the community.

  • Ability to work self-motivated and effectively under pressure, manage multiple tasks and projects, and meet deadlines.

  • Ability to exercise sound and ethical decision-making and maintain confidentiality.

  • Demonstrated experience working in a collaborative, team-oriented office environment focused on building effective professional relationships.

UM-Dearborn

We are proud of our 50+ year history: UM-Dearborn was first created as the Dearborn Center of the University of Michigan in 1959. Ford Motor Company gave the University of Michigan approximately 200 acres, including beautiful grounds along the Rouge River in Dearborn, as well as $6 million to build the campus' first four buildings. The campus was initially established with an emphasis on cooperative education. In 1971, it became a four-year undergraduate school; with some master's-level graduate programs. Since then, the campus has experienced steady growth in both enrollment and in range of programming to include undergraduate, graduate, and doctoral-level programs.

Responsibilities*

  • Through the leadership of the Director of Athletics & Recreation office, support the day-to-day operations for the Department of Athletics and Recreation including but not limited to Intercollegiate Programs, Club Sports, Wellness Center, Intramural Programs, as well as provide general office supervision and support according to University and Departmental policies and procedures.

  • Serve as the main contact for the Department of Athletics & Recreation.

  • Responsible for providing oversight and management of the department’s day to day business operations, human resources, and budget functions.

  • Assist and support of the athletics development operations with Institutional Advancement (e.g. plans and participates in assigned fundraising activities such as direct mail solicitations, alumni relations and reunions, scheduling donor appointments, special events, and stewardship).

  • Accurately interpret and share information with students, faculty, staff and community members about Department and University policies and procedures.

  • Management and oversight of athletic scholarships through the Office of Financial Aid & Scholarships.

  • Assist with scheduling of the Fieldhouse, prepare building and ice contracts, schedule and monitor department vans.

  • Reconcile the Director’s, Assistant Athletics Directors’, and Head Coaches Pcard’s through Concur.

  • Responsible for invoicing, planning and meeting with Fieldhouse rental customers.

  • Collaborate with the Director to ensure that all department employees are up-to-date with university training courses and requirements.

  • Collaborate with Human Resources on the hiring and termination processes of temporary and student employees as well as the onboarding and exit processes for employees.

  • Process invoice payments to various vendors using Wolverine Access.

  • Process non-purchase order vouchers.

  • Prepare personnel and game contracts and process payment for staff, coaches, and officials.

  • Prepare game day information sheets and post-game evaluation surveys for all home contests.

  • Process and deposit cash receipts.

  • Management of credit card terminal, receipt of credit card payment for outstanding invoices, manage online credit card payments to the department and reconcile department credit card revenue through journal entries.

  • Coordinates department and campus projects, special events, receptions.

  • Other related duties as assigned.

Required Qualifications*

  • A bachelor’s degree and/or combination of applicable education and experience.

  • At least two years of responsible administrative and management experience

  • Experience using standard office software (Microsoft Office Suite).

  • Demonstrated experience working in a collaborative, team-oriented office environment.

  • Demonstrated ability to exercise initiative and provide follow through with internal and external constituents.

Desired Qualifications*

  • Previous experience working with multifaceted budgets and fundraising with a proven ability to collaborate with other units in higher education, such as Institutional Advancement, Alumni Relations and Business Engagement and Affairs.

  • Knowledge of University policies and procedures as well as understanding of Concur and Wolverine Access.

  • Knowledge of best practices of intercollegiate athletics and higher education.

  • Previous leadership and experience in student success.

  • Demonstrated ability to use various technical and training skills.

  • Demonstrated event planning and management experience.

Work Schedule

NOTE: Must be able to work nights, weekends, and some holidays when necessary.

U-M EEO/AA Statement

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

Job Detail

Job Opening ID

143560

Working Title

Assistant to the Athletics Director

Job Title

Administrative Specialist

Work Location

Dearborn CampusDearborn, MI

Full/Part Time

Full-Time

Regular/Temporary

Regular

FLSA Status

Exempt

Organizational Group

Dbn Student Affairs

Department

Dbn Athletics & Recreation

Posting Begin/End Date

6/19/2017 – 7/05/2017

Salary

$38,000.00 –$45,000.00

Career Interest

Administration

Apply Now at http://careers.umich.edu/job_detail/apply/143560