Admin Assistant, Intermediate

Position Summary

Performs a variety of professional and administrative support to Michigan Dining Assistant Directors/Managers/Executive Chefs. Administers financial functions including, billing for Michigan Dining vendors and internal campus departments as well as Pcard and Statement of Activity (SOA) reconciliation, purchasing and revenue and expense tracking and reporting. Supports and trains department professional, AFSCME, temporary and student staff using specialized software.

Responsibilities

• General Office Support (50%)
  • Affords support for Michigan Dining in a multi-unit environment.
  • Manages calendars for assigned professional staff and departmental calendars for special events, unit specific visitors and shared room resources.
  • Makes travel arrangements as required.
  • Captures and organizes information in office files, systems, email groups and online directories.
  • Serves on search committees.
  • Supports units by making point of service displays and labels.
  • Proofreads communications and marketing materials for accuracy and grammatical correctness.
  • Recruits, hires and supervises student office staff.
  • Supports departmental initiatives that foster student engagement, belonging, and an inclusive departmental culture.
• Financial Administration (30%)
  • Records sales, food costs and labor costs.
  • Maintains and reconciles tracking reports for Michigan Dining.
  • Validates timekeeping records for bargained for staff; corrects errors and resolves inconsistencies and irregularities.
  • Validates and approves time stamps for temporary employees; reconciles reports provided from temporary employment services.
  • Reviews catering contracts for multiple facilities and maintains data in event management system to ensure accurate billing.
  • Resolves billing data inconsistencies and concerns with internal and external customers; reconciles process to confirm all contracts have been billed and funds received.
  • Carefully monitors and reconciles Pcard statements for professional staff.
  • Troubleshoots problems and irregularities with individual employees and Concur/Pcard Office.
  • Processes financial transactions, maintains financial records and prepares routine management reports.
  • Generates monthly SOA reports for Administrative Services functions; reviews for accuracy and reports inconsistencies to management.
  • Prepares reports and spreadsheets as requested.
  • Tracks invoices and assists vendors inquiring about payment for goods and services.
• Systems Support (20%)
  • Supports and assists Michigan Dining staff with general troubleshooting and questions regarding basic FSS, Net Catering and Event Master Modules.
  • Trains management and support staff on Event Master, Net Catering and other CBORD modules.
  • Provides assistance with training and orienting new employees to Google mail, calendars, contacts, drive and the Michigan Dining web site and staff intranet, as well as shared drives and folders.
• Other duties as assigned.

Required Qualifications

• A high school education diploma or an equivalent combination of education and a minimum of 2 years of administrative support experience.

Desired Qualifications

• Experience with M-Pathways and U-M and/or Student Life HR processes.
• Previous experience in the food and beverage industry.
• General knowledge of catering services and business procedures operations.