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Administrative Assistant, Office of the Assistant Dean
Job Description
Summary
The Administrative Assistant, Office of the Assistant Dean will provide support to the Office of the Assistant Dean for Undergraduate Education and Student Affairs. This role will provide administrative user access and compliance for the several software applications used by academic advising staff across the college and university. They will also support the overall administrative needs of the office and work closely with other staff of the administrative team on projects ranging from purchasing to facilities management. This role will also provide executive support to the Assistant Dean.
The units of the Office of the Assistant Dean for Undergraduate Education and Student Affairs currently include the Office of Student Academic Affairs and the Newnan Academic Advising Center. These growing units play a critical role in the undergraduate educational mission and student success initiatives within the College of Literature, Science, and the Arts (LSA) at the University of Michigan. As the largest college on the Ann Arbor campus, LSA serves over 18,000 undergraduate students in over 100 degree programs.
This position is currently eligible for flexible scheduling and remote work opportunities (1-2 days/week remote) as determined by LSA policy and unit operational needs.
Responsibilities*
The successful candidate will provide a range of administrative services with attention to detail and discretion while being comfortable with change in a fast-paced student-centered environment.
Administrative Support for Systems Access and Compliance (35%)
- Assist with assigning access, troubleshooting advising file issues, accessing concerns, and providing training to staff on systems as needed
- Grant and remove access to the advising appointment system/advising file and OARS access for Newnan staff
- Management of office technology inventory, distribution, and collection.
- Support minor website updates
- Ensure user compliance with FERPA training requirements
- Alongside the Administrative Assistant for the Director of the Newnan Advising Center, and Executive Assistant for the Office of the Assistant Dean, coordinate all purchasing to support advising and student academic affairs operations
Administrative Support for Advising and Student Academic Affairs (35%)
- As a member of the Advising and Student Academic Affairs administrative team, assist other team members and provide backup coverage for other administrative staff positions as needed and as time permits
- Serve on the office facilities working group to support office facilities projects in collaboration with LSA Facilities teams
- Assist with employee onboarding and offboarding
- Provide support for programs run through the Newnan Academic Advising Center and the Office of Student Academic Affairs.
- Maintain accurate budget records related to professional development, hosting, students, and staff programming, etc.
- Coordinate purchasing for office programs, workshops and activities, including general office supplies and branded promotional items
Administrative Support of Assistant Dean (30%)
- Manage Assistant Dean's complex meeting calendar and prioritize commitments, exercising discretion and judgment to ensure effective use of the Assistant Dean's time
- Provide high-level administrative support to the Assistant Dean for Undergraduate Education and Student Academic Affairs
- Provide timely and accurate information for meeting preparation and participation
- Manage professional development and travel arrangements for the Assistant Dean
SUPERVISION RECEIVED
General supervision is received from the Assistant Dean of Undergraduate Education and Student Affairs. Projects may be delegated to the Directors, Student Academic Affairs and/or Newnan Academic Advising Center from which collaborative guidance may be received.
Required Qualifications*
- Bachelor's degree or an equivalent combination of education and experience
- Demonstrated proficiency in providing administrative support to a manager/executive
- Excellent interpersonal, written, and oral communication skills
- Self-motivated, highly dependable worker with the ability to efficiently and effectively multitask, prioritize, and problem solve
- Customer service experience and demonstrated ability to interact professionally with a diverse group of staff, faculty, and students
- Demonstrated ability to handle sensitive and confidential situations that require demonstrated poise, tact, confidentiality, and diplomacy
- Proficiency in computer applications, including spreadsheets, word processing, and database software, including Google Suite (email and complex calendaring systems) and Microsoft Office
Desired Qualifications*
- Bachelor's degree
- Experience working in a higher education setting
- Access, compliance, and user training within software applications
- Ability to skillfully manage multiple, competing priorities
- High-level initiative and forward-planning skills
- Experience updating websites and familiarity with web content software
- Familiarity with higher education student services and/or academic policies and procedures
Additional Information
As one of the world's great liberal arts colleges, LSA pushes the boundaries of what is understood about the human experience and the natural world, and we foster the next generation of rigorous and empathetic thinkers, creators, and contributors to the state of Michigan, the nation, and the world.
To learn more about diversity, equity, and inclusion in LSA, please visit lsa.umich.edu/lsa/dei.
To learn more about LSA's Mission, Vision and Values, please visit lsa.umich.edu/strategicvision.
U-M EEO/AA Statement
The University of Michigan is an equal opportunity/affirmative action employer.
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