Administrative Assistant Senior (Hybrid)

The Administrative Assistant Senior provides high level administrative and operational support to the Vice Chancellor for Enrollment Management and the Enrollment Management leadership team. This role coordinates complex workflows across finance, communications, events, and daily operations in a fast-paced environment. The role is trusted with sensitive institutional information, and the candidate must exercise professional judgement and discretion.

Responsibilities

• Administer advanced administrative support to the Vice Chancellor for Enrollment Management, manage complex calendars, scheduling priorities, and meeting coordination across internal and external stakeholders.
• Prepare meeting agendas, materials, and summaries, and track follow-up actions to ensure completion.
• Respond to phone calls, email communications, and visitors, resolving routine and moderately complex inquiries.
• Process and track financial transactions including contracts, purchasing, reimbursements, and expense reports.
• Coordinate with Shared Services and other units to resolve transaction issues and maintain compliance.
• Maintain organized financial records and documentation.
• Coordinate divisional events, including logistics, scheduling, vendor coordination, and communications.
• Aid in the preparation of reports, presentations, and materials aligned with leadership priorities.
• Support the preparation of materials for internal and external audiences.
• Support HR related processes including PAR transactions, onboarding coordination, and payroll support.
• Aid in time reporting and personnel documentation.
• Handle highly sensitive and confidential information related to personnel, financial operations, and executive communications with discretion and sound judgment.
• Exercise independent judgment in determining appropriate handling, distribution, and escalation of confidential information.
• Coordinate with HR and other administrative units as needed.

Required Qualifications

• A high school diploma or equivalent required. A bachelor’s degree preferred.
• 4 or more years of progressively responsible administrative support experience.
• Demonstrated experience supporting leadership in a professional environment.
• Demonstrated ability to handle sensitive and confidential information with professionalism, discretion, and sound judgment in a complex organizational environment.

Skills and Abilities

• Strong organizational skills and attention to detail.
• Ability to manage multiple assignments in a fast-paced environment.
• Strong written and verbal communication skills.
• Professionalism and discretion when handling sensitive information.
• Ability to work independently and as part of a team.
• Strong interpersonal and customer service skills.

Technical Skills

• Proficiency in Microsoft Office Suite.
• Proficiency with Google tools.
• Experience with administrative systems such as Emburse, PeopleSoft, Banner, or similar platforms.
• Ability to learn new systems and processes quickly.

Benefits

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 after 12 months of eligible service with immediate vesting, many choices for comprehensive health insurance, life insurance, long-term disability coverage, flexible spending accounts for healthcare and dependent care expenses, and tuition support for eligible UM-Flint staff members. UM-Flint also offers dependent tuition support (DTS) for qualified dependents of faculty and staff from all UM campuses. For more information, visit the UM Human Resources Benefits and Wellness webpage.

Work Modes

The work requirements allow both onsite and offsite work, and an employee has an expected recurring onsite presence. On occasion, the employee may be required and must be available to work onsite more frequently if necessitated by unit leadership or their designee and/or the job requirements. Positions that are eligible for hybrid or mobile/remote work mode are at the discretion of the hiring department. Work agreements are reviewed annually at a minimum and are subject to change at any time, and for any reason, throughout the course of employment. For more information, visit the UM Human Resources Benefits and Wellness webpage.

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.