Assistant to AVP/Executive Director

Job Summary

The Office of Financial Aid is seeking a senior administrative assistant to support the Assistant Vice Provost for Enrollment Management and Executive Director of Financial Aid (AVP/ED).

Responsibilities

• 80% Administrative and operations support:
  • Provides high-level administrative support to AVP/ED and the financial aid leadership team.
  • Antsips conflicts, schedules appointments and meetings, including the preparation of materials and high-profile meetings (e.g., appeals).
  • Assists with documentation and coordination of new processes.
  • Responds to general correspondence on behalf of AVP/ED; handles calls in their absence.
  • Initiates and prepares routine correspondence.
  • Reviews, handles, and distributes incoming and outgoing mail.
  • Maintains and organizes the paperwork and files as necessary.
  • Manages supply inventory and orders office supplies.
  • Maintains office/computer equipment (printers, copiers, etc.).
  • Initiates tasks to resolve maintenance issues. May serve as facilities assistant.
  • Captures travel arrangements for AVP/ED. Prepares, reviews, and reconciles travel and expense reports. Arranges university vehicles for outreach staff and conference travel.
  • Works with the Associate Director of Business Administration and Budget Analyst in OEM to manage procurement card inventory for OFA. Monitors expenditures on a monthly basis, and assists AVP/ED with procurement card reconciliation as needed.
  • Reconciles OFA Statement of Accounts.
• 10% Human resources support:
  • Processes student and temporary appointment hires, terminations and other HR transactions.
  • Schedules interviews, develops candidate packets and greets candidates throughout the search process.
  • Assists with new employee (regular and temporary) onboarding for department - review Form I-9, arrange for phone/computer equipment setup and may request appropriate access by position.
  • Assists with temporary and student employee offboarding process.
• 10% Manages and/or performs special projects:
  • Assists AVP/ED with scheduling and coordination details of staff engagement events, meetings and off-site conferences.
  • Receive subpoenas and refer them to the Office of General Counsel.
  • Other duties as assigned.

Required Qualifications

• Bachelor's degree or equivalent combination of education and experience.
• Considerable customer service experience and demonstrated knowledge in appropriately handling confidential and sensitive information.
• Progressively responsible professional experience including administrative support.
• Possesses a flexible, problem-solving attitude and a willingness to work successfully in a team environment.
• Excellent verbal and written communication skills.
• Strong working knowledge of Microsoft Office products and Google applications.
• Experience with University of Michigan HR and Financial policies, procedures and systems including but not limited to the M-Pathways Financials, Human Resources Management System and Business Objects.

Desired Qualifications

• Previous experience working in an academic or student services environment.