Administrative Assistant Senior (Onsite)

University of Michigan Flint • Flint, MI • 1w ago

A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position.

Job Summary

The Office of Housing & Residence Life is an active department serving undergraduate and graduate residents, conference and faculty, staff and guests of the UM-Flint community. The department serves residents with meal plan options which offer traditional on-campus dining, and maize money options through campus vendors.

The Administrative Assistant Senior position reports directly to the Office Manager. This role provides administrative support to Housing & Residence Life leadership.

Responsibilities*

Administrative Support

Support UM-Flint Housing unit leadership in confidential daily tasks

Provide administrative support in crises and time-sensitive student situations

Independently initiate and coordinate complex administration functions

Prepare meeting agendas; take/process minutes, and follow up to support activities that affect UM-Flint Housing & Residential Life as well as any initiatives assigned by the Director, Associate Director or Office Manager

Manage Housing & Residential Life office-related needs: coordination of supplies, requests, contact lists, email groups, mail delivery

Update department organizational charts/student listings

Provide administrative support for all HRL staff including scheduling appointments, managing calendars, event planning, and programmatic support

Serve on job-related committees as assigned

Understand and use applicable computer applications: Banner, SIS, Outlook, Maxient, Google suite, etc

Create manuals and process-related documents

Serve as a mandatory reporter (Clery Act) and responsible employee (Title IX) and immediately report related incidents according to federal mandates and university policies

Work some evenings and weekends and associated with move-in/move-out

Other responsibilities as assigned

Customer Service and Office Management

Serve as the primary customer service representative for the department and resolve issues or refer to the appropriate staff member via in person, telephone and department email

Ensure the Central Office is represents a professional atmosphere

Be the central contact for routing of facilities work orders and tracking progress, and reporting issues to Office Manager or HRL Director.

Conference/Guest Support

Serve as the central point of contact for guest reservations via telephone, online form and via email

Oversee guest preparation of suites, ensuring keys and welcome packets are accurate, update relevant lists, and any other related needs

Order and maintain supplies for guest services

Assist with coordination of cleaning schedule with custodial services

Financial Support

Follow all budget guidelines established by the University and ensure proper spending and reconciliation

Process and approve biweekly payroll for student/temporary employees

Process and reconcile department payments and expense reports per university guidelines

Help with creation and distribution of invoices for departments, groups and individuals

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