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.
Job Summary
The Office of Housing & Residence Life is an active department serving undergraduate and graduate residents, conference and faculty, staff and guests of the UM-Flint community. The department serves residents with meal plan options which offer traditional on-campus dining, and maize money options through campus vendors.
The Administrative Assistant Senior position reports directly to the Office Manager. This role provides administrative support to Housing & Residence Life leadership.
Responsibilities*
Administrative Support
- Support UM-Flint Housing unit leadership in confidential daily tasks
- Provide administrative support in crises and time-sensitive student situations
- Independently initiate and coordinate complex administration functions
- Prepare meeting agendas; take/process minutes, and follow up to support activities that affect UM-Flint Housing & Residential Life as well as any initiatives assigned by the Director, Associate Director or Office Manager
- Manage Housing & Residential Life office-related needs: coordination of supplies, requests, contact lists, email groups, mail delivery
- Update department organizational charts/student listings
- Provide administrative support for all HRL staff including scheduling appointments, managing calendars, event planning, and programmatic support
- Serve on job-related committees as assigned
- Understand and use applicable computer applications: Banner, SIS, Outlook, Maxient, Google suite, etc
- Create manuals and process-related documents
- Serve as a mandatory reporter (Clery Act) and responsible employee (Title IX) and immediately report related incidents according to federal mandates and university policies
- Work some evenings and weekends and associated with move-in/move-out
- Other responsibilities as assigned
Customer Service and Office Management
- Serve as the primary customer service representative for the department and resolve issues or refer to the appropriate staff member via in person, telephone and department email
- Ensure the Central Office is represents a professional atmosphere
- Be the central contact for routing of facilities work orders and tracking progress, and reporting issues to Office Manager or HRL Director.
Conference/Guest Support
- Serve as the central point of contact for guest reservations via telephone, online form and via email
- Oversee guest preparation of suites, ensuring keys and welcome packets are accurate, update relevant lists, and any other related needs
- Order and maintain supplies for guest services
- Assist with coordination of cleaning schedule with custodial services
Financial Support
- Follow all budget guidelines established by the University and ensure proper spending and reconciliation
- Process and approve biweekly payroll for student/temporary employees
- Process and reconcile department payments and expense reports per university guidelines
- Help with creation and distribution of invoices for departments, groups and individuals
- Ensure tax reporting for all conference and guest services
Human Resources Support
- Assist with the process to hire, train, manage and evaluate (annually) student assistants employed in the office
- Provide administrative support to all department hiring processes including posting positions, managing on-line application process, arranging interviews, and closing positions
- Maintain accurate personnel files for all student/temp staff
Required Qualifications*
- High school diploma or equivalent
- Four or more years of administrative support experience
- Experience with budget management
- Customer service experience
- Demonstrated experience using office software suites, including but not limited to Google Workspace/Microsoft Office
Why Work at U-M Flint?
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.
Benefits include:
- Generous time off
- A retirement plan that provides two-for-one matching contributions after 12 months of eligible service, with immediate vesting.
- Many choices for comprehensive health insurance.
- Life insurance
- Long-term disability coverage
- Flexible spending accounts for healthcare and dependent care expenses.
Eligibility for benefits is based on your job group, your appointment percentage and the length of your appointment. Learn more about employee benefits and eligibility and download the Comprehensive Benefits for Faculty and Staff flier.
For tuition support information can be found at: https://www.umflint.edu/hr/ benefits/
Information about our vision, mission and values can be found at: https://www.umflint.edu/ chancellor/leadership-mission- vision/
Modes of Work
Onsite
The work requires, or the supervisor approves a fully onsite presence. Onsite is defined as a designated U-M owned or leased work location within or outside of the State of Michigan.
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 the work modes here.
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.
U-M EEO Statement
The University of Michigan is an equal employment opportunity employer.
