Senior Administrative Assistant and Community Engagement Coordinator

This position serves as the first point of contact for the Athletic Director's Office, providing executive-level confidential administrative support and delivering outstanding customer service to all visitors and team members at the Stephen M. Ross Athletic Campus.

About the role

The Senior Administrative Assistant and Community Engagement Coordinator supports the daily operations of the Athletic Director's office while providing confidential assistance to the Chief of Staff, Chief Operating Officer, and Human Resources Team. This role reports directly to the Executive Assistant to the Athletic Director.

Responsibilities

• Athletic Director's Office Administrative Support (75%)
  • Provides executive-level, confidential administrative support exercising independent judgment and discretion in a fast-paced environment.
  • Assists with scheduling, meeting preparation, logistics, and other administrative functions.
  • Maintains confidential files and records with sound judgment and discretion.
  • Prepares confidential correspondence, reports, presentations, and other materials as requested.
  • Coordinates all aspects of the Athletic Director's pre-football-game reception, including guest lists, invitations, RSVP tracking, menu planning, event logistics, room setup, vendor coordination, and on-site event support.
  • Coordinates logistics for home-game visiting Athletic Directors' football game-day visits.
  • Hosts and assists the Athletic Director's Office during game days or events.
  • Researches and prepares information and materials for meetings and special projects.
  • Produces and reconciles Emburse/PCard expense reports.
  • Coordinates the Athletic Director's away football game suite hospitality in collaboration with internal stakeholders.
  • Performs other duties as assigned by the Executive Assistant to the Director of Athletics.
• Other Administrative Duties (25%)
  • Leadership Team Administrative Support
    • Provides supplemental confidential administrative support to the Chief of Staff, Chief Operating Officer, and Human Resources Team.
    • Assists with calendar management, meeting coordination, catering requests, correspondence, expense reporting, and filing system maintenance.
    • Researches and prepares materials for meetings and presentations.
    • Manages the Athletics HR email account and supports employee orientations and HR-related projects.
  • Receptionist
    • Serves as the first point of contact for visitors and callers, providing professional and friendly customer service.
    • Greets visitors, answers the main Athletic Department and Athletic Director phone line, directs inquiries, and responds to messages.
    • Schedules and maintains conference room calendars for Weidenbach Hall.
    • Prepares administrative offices, hospitality areas, and ensures conference room readiness.
    • Maintains office supply areas, coordinates orders, sorts and distributes mail, and supports office operations.
    • Provides supplemental reception and office coverage for the Athletic Director's Office.
  • Community Engagement Coordination
    • Serves as the main contact for donation requests, fan mail, and speaking requests.
    • Manages all aspects of fielding, sorting, and vetting incoming donation requests through the donation request system.
    • Manages donation inventory and distributes as appropriate.

Requirements

• Bachelor's degree or an equivalent combination of education and experience.
• Five to seven years of progressively responsible administrative office experience, preferably supporting senior leadership.
• Outstanding customer service orientation with a positive, professional, and welcoming demeanor.
• Demonstrated ability to exercise sound judgment and handle highly sensitive and confidential information with discretion.
• Ability to organize, prioritize, and manage multiple assignments while meeting deadlines.
• Proven ability to analyze situations, solve problems independently, and determine when issues should be escalated.
• Ability to build positive working relationships and collaborate effectively with individuals at all levels.
• Proficiency in Google Suite and Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).
• Excellent verbal and written communication skills with the ability to interact professionally with diverse constituents.
• Exceptional organizational skills and attention to detail.
• Ability to quickly learn new software applications, technologies, and administrative processes.
• Demonstrated initiative and willingness to assume responsibility for special projects.
• Commitment to identifying opportunities for process improvement and increasing efficiency.
• Willingness to work occasional evenings, weekends, and athletic events as needed.

Desired Qualifications

• Experience working in UM recruit systems.
• Experience with M-Pathways, Emburse, and other U-M administrative systems.
• Experience assisting in coordinating meetings and event planning.

Benefits

The University of Michigan offers a comprehensive benefits package, including:

• Generous time off.
• A retirement plan with two-for-one matching contributions and immediate vesting.
• Comprehensive health insurance choices.
• Life insurance.
• Long-term disability coverage.
• Flexible spending accounts for healthcare and dependent care expenses.

Positions eligible for hybrid or mobile/remote work mode are at the discretion of the hiring department. Work agreements are reviewed annually and may change at any time.