Administrative Specialist

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.

Who We Are

At Michigan Engineering, we develop the talent and technologies that move society forward and serve our state and national interests. Through discovery and innovation, we create the foundational knowledge and practical technologies to solve not only today's most pressing challenges, but also power industries and change lives. Our programs and community are designed to promote personal well-being and achievement - enabling everyone to unlock their potential and contribute with confidence.

Responsibilities
* Supervision of Administrative Coordinators (30%)

* Provide functional and administrative supervision of administrative coordinators

* Provide direct supervision and leadership to administrative coordinators, including assigning work, setting priorities, evaluating performance, and ensuring alignment with departmental and divisional goals.

* Represent on various committees and participate in university and division-wide initiatives contributing to policy discussions, operational planning, and strategic decision-making.

* Independently assess, anticipate and plan for projects impacting the UA/Department

* Exercise independent judgment in business operations involving financial and administrative decisions, evaluate and decide proper courses of action, and coordinate contingency planning as needed.

* Create a welcoming, organized, efficient and professional office environment, and serve as the front-line resource of information for administrative and other staff.

Advanced Customer Relations - Transaction Escalation/Complex Resolution (15%)

* Process complex transactions in compliance with university policies for senior faculty or escalated tickets that require policy interpretation and discretion

* Serve as tier two point of contact, independently analyzing and resolving complex inquiries with sound judgment.

Project Management and Event Coordination (20%)

* Lead the planning, development, and execution of departmental projects and events, including proposing new initiatives that support strategic priorities

* Collaborate with UA to design and implement culture-building initiatives that enhance employee engagement, retention, and alignment with departmental values.

* Collaborate with Student Services to implement student recruitment and retention events

* Oversee event budgets, logistics, staffing plans, and vendor coordination, ensuring effective allocation of resources and successful execution.

Continuous Improvement/Process Documentation - (25%)

* Lead process improvement initiatives to enhance office efficiency

* Develop, document, and maintain standardized operating procedures, ensuring alignment with university policy and best practices.

* Maintain ongoing process documents and continue to update as changes occur

* Create and deliver trainings for new employees to ensure consistency and compliance in administrative processes.

Maintain oversight of internal departmental materials, including those posted to department website, and operational documentation to ensure accuracy, policy alignment, and transparency.

Required Qualifications
* * Bachelor's degree or an equivalent combination of education and experience

* 3 years of progressive administrative support work experience

* Intermediate experience with Google Suite and Microsoft Office

* Experience handling confidential information with discretion, managing multiple competing demands, and demonstrating exceptional customer service

Desired Qualifications
* * Experience working at a large academic research institution

* 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 the work modes