Administrative Assistant Inter

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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.

Summary

Space Physics Research Lab (SPRL) in the College of Engineering is seeking an experienced, motivated Administrative Assistant to join our administrative team and support the activities of the lab.

Who We Are

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/

Why Work at Michigan?

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 with immediate vesting

• Many choices for comprehensive health insurance

• Life insurance

• Long-term disability coverage

• Flexible spending accounts for healthcare and dependent care expenses

• Maternity and Parental Leave

Responsibilities*

General Administrative Responsibilities

• Provide complex administrative support to faculty and staff

• Calendar management; schedule meetings and other appointments/engagements

• Handle travel arrangements for assigned faculty, including the preparations of itineraries, the coordination of agendas with complex meeting schedules, and reimbursements

• Coordinate visitors, including planning visits, taking care of parking passes, and other extensive travel arrangements, dinners, and other catered events

• Execute and assist with event planning for the division

• Other administrative duties as required

• Maintain SPRL CCURE access to lab and building

• Maintain key database, provide physical keys to office

Payroll Responsibilities

• Notify staff of upcoming payroll dates

• Communicate prior period adjustments

• Run Biweekly and Monthly queries for payroll

• Run Time Code Reports for Project Managers and Approvers

• Correction vouchers to amend Incorrect Hours

• Missing Time Certs to amend hours not submitted or approved on time

Purchasing Responsibilities

• Monitor CLASP database for all new orders, ongoing orders, and previous orders

• Create Marketsite POs, Vendor system POs, or Pcard purchases for engineer, faculty, and office staff

• Track and receive deliveries. (Thursday receive deliveries for entire building, and notify all recipients of packages)

• Submit invoices and reconcile pcard

• Scan all shipping labels into CLASP database system and attach to corresponding order

Shipping Responsibilities

• Prepare (print or email) all shipping labels for outgoing packages from the lab

• Create corresponding database requisition for the purchase of the shipping

• Coordinate whether package is to be picked up or dropped off by/to delivery service

• Monitor tracking number, for pick up and delivery, along with the shipping employee

Required Qualifications*

• Must be a U.S. Citizen due to funding requirements

• Applicant must have a high attention to detail

• Two or more years of previous administration

• Proficient in Word, excel

• Excellent communication skills

• Ability to prioritize multiple projects

Desired Qualifications*

• Working knowledge of UM purchasing system

• Experience using M-Pathways procurement, concur, marketsite ordering, and purchase orders

• Associate or bachelor's degree and one year experience in an office-related support position

• Previous experience and familiarity with UM policies and procedures

• Familiarity with university travel/expense system

Work Locations

The Michigan Engineering Office of Space Physics Research Lab operates in a hybrid work environment consisting of both in-person and remote work. This position will be classified as a FLEX position within the Michigan Engineering STARR classification matrix which means working on campus 3 days per week and working remotely the rest of the week. You can find more information here: https://rpm.engin.umich.edu/human-resources/telecommuting/

Additional Information

A higher salary may be considered for an extraordinarily qualified candidate.

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 any time 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

248981

Working Title

Administrative Assistant Inter

Job Title

Administrative Assistant Inter

Work Location

Ann Arbor Campus

Ann Arbor, MI

Full/Part Time

Full-Time

Regular/Temporary

Regular

FLSA Status

Nonexempt

Organizational Group

College Engineering

Department

Space Physics Research Lab

Posting Begin/End Date

5/13/2024 - 5/27/2024

Salary

$45,000.00 - $50,000.00

Career Interest

Administration

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