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.
The Administrative Assistant serves as a vital member of the Public Health & Health Sciences (PHHS) Department, providing administrative, operational, and strategic support that directly contributes to the department's success. This role requires a proactive, detail-oriented, and highly organized individual with strong interpersonal and problem-solving skills. Reporting directly to the Office Manager, the Administrative Assistant works collaboratively with faculty, staff, students, and campus stakeholders to advance the department's mission.
Program/Student Support
- Provide ongoing administrative support to academic program directors and faculty, including course logistics and data organization
- Compile, maintain, and organize student grades and syllabi
- Run reports using university systems and compile/format data
- Support student organizations and Honor Societies with eligibility lists, communications, and events
- Schedule admissions interviews, clinical observations, and process course enrollment overrides as needed
- Assist faculty with materials, space scheduling, and Canvas
- Participate in student outreach to support retention and recruitment
- Update student transfer pathway materials and communications when changes occur
Departmental Support
- Serve as the first point of contact for the department, delivering responsive and professional service
- Process requests for for assistance regarding IT or maintenance/facilities concerns, acting as the liaison for the department
- Gather quotes for repairs, renovations, and equipment purchases as directed, and assist with technology and equipment requests, including inventory management
- Prepare and maintain materials for student outreach events, and support faculty search committees and general department operations
- Manage departmental social media accounts and communications, ensuring compliance with University branding and accessibility standards
- Maintain and update digital signage, bulletin boards, and hallway postings to ensure materials are current and accessible
Event Planning and Meeting Coordination
- Lead and coordinate department and joint CHS events, managing logistics and communications with campus partners
- Develop and distribute promotional content across digital platforms and gather event feedback for improvement
- Assist Program Directors with scheduling, organizing, and preparing agendas and minutes for advisory board and program meetings
- High School Diploma or equivalent
- Minimum of two (2) years of administrative/office support experience
This position may be underfilled at a lower classification depending on the qualifications of the selected candidate.
Administrative Assistant Associate: Pay range $31,520 - $39,000, Non-exempt
Responsibilities
Program/Student Support
- Provide administrative support to faculty and academic directors, including routine office tasks and maintaining department files
- Assist with organizing student grades, gathering and filing course syllabi, and running basic reports using university systems
- Support student organizations and Honor Societies by helping with eligibility lists, communications, and events
- Schedule admissions interviews and clinical observations
- Help faculty with course-related activities, such as copying materials, booking rooms, assisting new faculty with course setup, and supporting basic Canvas questions
- Participate in student outreach efforts for recruitment and retention, including communications with unregistered students
Departmental Support
- Serve as the department's first point of contact, greeting and assisting visitors and responding to routine inquiries
- Manage maintenance requests, space access, equipment check-out, and supply tracking, including ordering and organizing promotional inventory and office supplies
- Support faculty technology requests and maintain inventories of the department's technology equipment
- Provide administrative support for faculty search committees
- Post social media content, distribute newsletters and communications, and keep digital signage and bulletin boards updated
Event Planning and Meeting Coordination
- Assist with planning and organizing departmental events and meetings, including room reservations, catering, setup, and materials preparation
- Create and distribute event promotional content, collect participant feedback, and compile results for event improvement
- Support Programs Directors by scheduling advisory board and program meetings; reserving spaces, confirming attendance, and preparing agendas and meeting notes
Required Underfill Qualifications
- High school diploma or equivalent
- One to two years of administrative support experience
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.
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.
The University of Michigan is an equal employment opportunity employer.
