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.
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.
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 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 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 A higher salary may be considered for an extraordinarily qualified candidate.
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 any time after the minimum posting period has ended.
The University of Michigan is an equal opportunity/affirmative action employer.
About University of Michigan - Ann Arbor
A great university is made so by its faculty and staff, and Michigan is recognized as one of the best universities to work for in the country. The Michigan culture is known for engaging faculty and staff in all facets of the university to create a workplace that is vibrant and stimulating.For two consecutive years, the Chronicle of Higher Education has placed U-M in its "Great Colleges to Work For" survey. In particular, the university earns high marks for strong relations between faculty and administrators, a collaborative system of governance, strong pay and benefits, and a healthy work/life balance.
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