Administrative Assistant Assoc

How to Apply

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

Michigan Community Scholars Program (MCSP) is a residential learning community in the College of Literature Science, and the Arts, comprising about 100 primarily first-year students and twenty-five second-year student leaders and resident advisors. The community is located in West Quad on the University of Michigan Ann Arbor campus. Students live together on the same floor and also take courses together. They participate in a variety of community service, civic engagement, cultural, social, and intergroup dialogue activities throughout the year and learn to cultivate a just, diverse, and democratic community.

This position is full-time, with occasional weekend and evening hours, depending on program needs.

What You'll Do

• 30% Student Support
  Create a welcoming office environment for MCSP's diverse students and respond to current and incoming student questions via in-person, email, video, and phone inquiries.
  Work closely with student leaders and program coordinators on program events and logistics, including transportation, adherence to university policies, and coordination of use of facilities, services, and equipment with LSA and Housing.
  Monitor student compliance with program course requirements.
  Develop and maintain email lists of current students and on-campus alumni and compile, create, and send weekly student newsletter.
  Organize student leader recruitment process.
  Prepare materials and coordinate student orientation leader schedules for summer orientation and fall student leader training.
• 25% General Office and Administrative Services
  Perform general office duties, including answering the phone, responding to email inquiries, ordering supplies, and general program correspondence.
  Advertise, interview, recommend employment, train, and support student office assistants, as applicable.
  Represent MCSP at various events on and off campus and attend required meetings, such as MCSP leadership team, West Quad building team, Michigan Learning Community (MLC) group, LSA Financial Analyst, etc.
• 15% Financial Responsibilities
  Work with the LSA Financial Analyst, assist with monthly reconciliation responses and ad hoc questions from various LSA staff and MCSP students.
  Monitor expenditures within prescribed parameters.
  Work with the LSA and University finance. Make, reconcile, and validate accuracy of purchases.
• 10% Instructional Support
  Support faculty administrative and instructional needs, including reserving West Quad classrooms and working with departments to reserve seats for MCSP students.
  Prepare MCSP Fall and Winter Course Guides in collaboration with faculty and departments.
• 10% Recruitment/Development/Admissions
  Coordinate mailings and materials for student recruitment and represent MCSP at on-campus and virtual recruitment events.
  Organize the program admissions process and coordinate results with Housing.
  Maintain donor and alumni mailing lists and coordinate solicitation logistics and communication with LSA Development.
  Coordinate social media, website, and event publicity with LSA UGED Events and Communications and with social media marketing assistant.
• 10% Human Resources
  Process temporary and work study employment and manage background checks for MCSP students per SPG requirements.
  Process paperwork, timesheets, and online payments for staff, faculty, guest speakers, student leaders, etc.

• High school diploma or equivalent and at least 1-3 years previous administrative support experience.
• Familiarity in computer software such as Microsoft Suite, Google Suite, and ability to learn new computer programs.
• Excellent customer service, interpersonal, and oral and written communication skills.
• Ability to multitask, take initiative, organize and prioritize workload, meet/negotiate deadlines, and exercise discretion with sensitive and confidential information.
• Ability to work both independently and as a team member and to gather information and resources needed to ensure assignments are completed in a thorough and timely manner.
• Demonstrated ability to contribute to an inclusive and supportive work environment for a diverse group of colleagues, faculty, staff, students, alumni, and visitors.

• Bachelor's degree and 1-3 years of progressively responsible administrative experience in an academic setting.
• Experience working with diverse college students, preferably in a residential learning community.
• Demonstrated ability to produce high quality written documents, email newsletters, and social media posts.
• Knowledge of UM and LSA operations and systems, including M-Pathways, financial tools, and policies.

Positions that are eligible for hybrid or…