Administrative Specialist

University of Michigan • Ann Arbor, MI • 2h ago

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How to Apply

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

Reporting to the Assistant Vice President and Staff Ombuds, the Administrative Specialist will provide administrative assistance to office leadership and staff, manage sensitive information to ensure privacy in all interactions, contribute to process improvements, and foster a positive, service-oriented atmosphere by exemplifying integrity and a proactive problem-solving, service-focused attitude.

Who We Are

The University of Michigan is seeking an experienced Administrative Specialist to join the Office of the Staff Ombuds. Serving non-bargained staff across the Ann Arbor, Dearborn, Flint, and Michigan Medicine campuses, this office provides a confidential, independent, informal, and impartial space for staff to discuss workplace concerns. With a strong commitment to privacy, the office promotes a respectful and welcoming environment.

Responsibilities*

Administrative Support for Assistant Vice President/Staff Ombuds (45%)

Manage administrative processes supporting daily departmental operations

Manage calendar oversight, travel arrangements, expense reconciliation, meeting agendas, draft correspondence and various documents, and phone coverage

Represent the Staff Ombuds office on various committees and participate in university and division-wide initiatives

Proactively anticipate and plan for projects that impact the AVP/Staff Ombuds schedule and priorities

Exercise independent judgment in business operations, and ensure preparedness for meetings and events

Customer Relations and Office Administration (30%)

Serve as first point of contact and respond to confidential and complex customer inquiries with tact and impartiality

Support process improvement initiatives to enhance office efficiency

Track and reconcile P-Card expenses using Concur; process HR transactions in compliance with university policies

Administer and track the department's budget

Serve as the main office contact for facility and equipment needs, working with building management and U-M departments

Prepare and process staff appointments and maintain HR related records

Perform other duties as assigned

Project Management and Event Coordination (25%)

Oversee marketing initiatives, outreach, and communications for Ann Arbor and Michigan Medicine campuses

Manage data collection, generate reports, and facilitate the distribution of trend analyses

Coordinate advisory committee group from central campus and Michigan Medicine to identify gaps in ombuds services

Develop presentations (PowerPoint) to deliver to audiences across the enterprise

Maintain office processes and update website content

Lead special projects and focus groups, including the organization of ombuds conferences, workshops, and symposiums

Required Qualifications*

Bachelor's degree (advanced degree preferred)

Minimum of five years relevant administrative experience

Demonstrated understanding of diverse cultures and perspectives

Excellence in both formal and interpersonal communication

Ability to handle sensitive and confidential matters with discretion, initiative, independent judgement, and diplomacy

Proven track record of integrity and proactive problem-solving skills

Exceptional ability to remain calm in stressful and sensitive situations

Willingness to collaborate with campus resources and actively engage in professional associations

Desired Qualifications*

Experience working at a large academic research university

Knowledge of U-M policies and procedures

Modes of Work

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. Learn more about thework modes (https://hr.umich.edu/working-u-m/my-employment/ways-we-work-resource-center/ways-we-work-implementation-group/modes-work) .

Additional Information

Occasional travel throughout campus and buildings for meetings and information gathering is expected.

Application Deadline

Job openings are posted for a minimum of seven calendar days. The review and selection process may begin as early as the eighth day after posting. This opening may be removed from posting boards and filled anytime after the minimum posting period has ended.

U-M EEO Statement

The University of Michigan is an equal employment opportunity employer.

Job Detail

Job Opening ID

272383

Working Title

Administrative Specialist

Job Title

Administrative Specialist

Work Location

Ann Arbor Campus

Ann Arbor, MI

Modes of Work

Hybrid

Full/Part Time

Full-Time

Regular/Temporary

Regular

FLSA Status

Exempt

Organizational Group

Exe Vp Chf Fin Off

Department

Office of Executive VP & CFO

Posting Begin/End Date

12/24/2025 - 1/10/2026

Salary

$75,000.00 - $90,000.00

Career Interest

Administration

Apply Now

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