Administrative Coordinator, Operations

About The Company

The University Unions at the University of Michigan serve as the vibrant heart of campus life, fostering community building and a sense of belonging among students, faculty, staff, and visitors. Comprising the Michigan Union, Michigan League, Pierpont Commons, and the Center for Campus Involvement, these facilities offer a diverse range of services including meeting and event spaces, retail food outlets, bookstores, and student support services. With over 3.3 million visitors annually, University Unions is dedicated to enhancing the campus experience through high-quality, student-centered, and customer-oriented programs and facilities. The organization collaborates closely with partners such as Palmer Commons, Conferences & Event Services, and Michigan Dining to deliver seamless services that support student success and engagement. The mission is rooted in creating inclusive environments that promote community, leadership, and personal development in alignment with the university’s broader educational goals.

About The Role

The Administrative Operations Coordinator plays a pivotal role in supporting the operational and administrative functions of University Unions, with a specific focus on Pierpont Commons. This position is responsible for providing high-level administrative support to the leadership team, managing complex schedules, coordinating meetings, and overseeing various projects to ensure smooth daily operations. The role involves acting as the primary point of contact for inquiries related to Pierpont Commons, managing facility operations, and supervising up to 20 Student Building Managers. The coordinator will handle a wide array of responsibilities including event planning, internal controls, facility maintenance coordination, and customer service delivery. The position requires excellent organizational skills, the ability to multitask effectively, and a commitment to delivering exceptional service to students, faculty, staff, and visitors. The role reports directly to the Pierpont Commons Manager and may involve overseeing the Mcard station operations, budget reconciliation, and ensuring compliance with university policies. This is an integral role that supports the mission of University Unions by maintaining operational excellence and fostering a welcoming environment on campus.

Qualifications

• High School diploma or an equivalent combination of education and experience
• Minimum of 4 years of related administrative experience in a professional setting
• Minimum of 2 years of facility operations experience
• Proficiency in computer software such as Google Suite, teleconferencing tools, and familiarity with audio/visual equipment
• Strong organizational, communication, and interpersonal skills
• Ability to manage multiple priorities and work independently or collaboratively
• Experience with project coordination and complex scheduling
• Knowledge of university policies and procedures is preferred
• Experience in customer service and facility management is desirable
• Demonstrated discretion and confidentiality in handling sensitive information

Responsibilities

• Provide complex calendar management to optimize leadership’s time and prioritize meetings and commitments
• Coordinate and support meetings, retreats, conferences, and events, including reserving locations, preparing agendas, and documenting minutes
• Manage correspondence, including email, mail, and phone inquiries, ensuring timely and appropriate responses
• Assist with internal controls, data analytics, and project management tasks to support operational objectives
• Serve as the main contact for the University Unions and Pierpont Commons inquiries, providing excellent customer service
• Oversee the Office Space Allocation Committee (OSAC) process, including communication and contract coordination
• Support facility operations by inspecting building conditions, coordinating maintenance, and ensuring safety protocols
• Support the operation of the Mcard station, including financial reporting, inventory management, and staff training
• Assist with purchasing, inventory, and upkeep of supplies and equipment for events and daily operations
• Act as the Manager on Duty as assigned, responding to facility issues and ensuring safety and service standards
• Collaborate with campus partners to facilitate event logistics and facility needs
• Maintain current knowledge of university policies, safety protocols, and standard operating procedures
• Prepare reports, budgets, and compliance documentation as required

Benefits

• Competitive salary
• Opportunities for professional development and training
• Access to university facilities and resources
• Collaborative and inclusive work environment
• Flexible work arrangements where applicable
• Generous leave policies and health benefits (specific details to be provided by the university)