Administrative Coordinator

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Summary

The Office of New Student Programs (ONSP) is looking for an administrative coordinator to manage a blend of responsibilities that combine student affairs program logistics support and administrative/financial responsibilities for the department.

Exercising a high level of initiative, organizational skills, and customer service with an ability to handle a wide variety of diverse tasks with accuracy are key characteristics of a successful candidate. This position reports to the Director of New Student Programs and the Program Director for Mentoring Programs, and will work closely with all unit program managers and HR/Budget personnel in the Office of Enrollment Management (OEM).

The Office of Enrollment Management requires a hybrid work arrangement of minimally three days on-site and two remote days. Thursdays are required as an on-site work day for all. Primary work schedule is M-F, 8am to 5pm however, the position may require work during early mornings,evenings,nights and/or weekends.

Who We Are

The University of Michigan is a premier public research university with over 52,000 students including more than 33,000 undergraduates, with a strong commitment to diversity, equity, inclusion and affordability. U-M is in high demand having received about 93,000 undergraduate first-year and transfer applications in the fall of 2023 and enrolling 8,800 incoming students.

Reporting to the Provost and Executive Vice President for Academic Affairs, the Office of Enrollment Management (OEM) manages U-M's enrollment function to efficiently optimize students' experiences throughout their engagement, from prospect to alumni. The division collaborates with campus partners, faculty, and staff, in support of the university's mission and commitment to academic quality, accessibility, diversity, equity, and inclusion.

OEM comprises a dedicated team of more than 200 full-time staff members, and up to 400 additional student and temporary staff and is structured in five operational units - the Office of Undergraduate Admissions, the Office of Financial Aid, the Office of New Student Programs, the Office of the Registrar, and OEM Administration. OEM strives to provide excellence in access and support to diverse and inspiring learners who will challenge the present and enrich the future.

Responsibilities*

40% University Mentorship & Transfer Connections Support

Provide administrative support to the Program Director for Mentoring Programs. Assists and supports logistic efforts for programming. Provide event support as needed.

Provide project management support for mentee application processing and pairing (June-early July and mid November - early January) as well as student-staff hiring.

In collaboration with Program Director for Mentoring Programs, Transfer Program Specialist, and graduate interns, serve as on-site supervision for program events

Coordinate event details such as venue booking, supply acquisition, and catering communications as required.

Facilitate and track mentor group funding request process, providing support and ensuring efficient handling from application to allocation.

20% Financial support, reconciliation, and procurement

Assist with administrative items including budget management,, reimbursement processing, journal entries, and other duties as needed.

Process all purchase orders, vouchers and invoices received. Partner with Budget Analyst/Manager in the Office of Enrollment Management as necessary.

Reconciles and distributes Statements of Activity.

Assists with managing gift accounts, scholarship awarding and correspondence with the Office of Financial Aid as necessary.

Prepares, reviews, and reconciles travel and expense reports for ONSP Director.

15% Office Management and Administrative Support

Provides administrative support to ONSP Director and full-time staff members. Assist with the Director's calendar and schedule meetings as requested.

Maintains office/computer equipment and resolves maintenance issues.

Oversees office management duties including monitoring inventory levels of supplies, placing orders in a timely manner, and maintaining an organized and efficient office environment including local off-site storage.

Manages access control to the Student Activities Building (SAB) for ONSP purposes, regularly updating door codes and monitoring building entry.

Coordinates office maintenance by submitting requests to facilities for work to maintain a professional and functional workspace

15% Human Resources Support

In collaboration with the OEM HR team, manage the hiring process for a large volume of temporary and student employees who assist in various programmatic efforts.

Assist with new employee onboarding - reviews Form I-9, arranges for computer equipment setup, and requests appropriate access.

Assists with temporary and student employee offboarding processes temporary employee termination transactions and requests access removal.

Process People Pay and HR PAR transactions with Director/OEM HR approval.

Monitor payroll and assist regular and temporary, and student staff with time reporting within the unit.

Maintain static groups, reviews/approves time reports and investigates reporting errors.

Confirm and apply work-study funds for eligible student hires each semester.

10% Committee engagement and other duties

Participate on assigned committees within the Office of Enrollment Management.

Provide administrative and logistic support for various ONSP program efforts as needed.

Other duties as assigned.

Required Qualifications*

• Bachelor's degree or equivalent combination of education and experience.

• Experience working with partners from various divisions and departments in an organization.

• Demonstrated ability to work as an effective member of an office team, interacting professionally with a diverse group of students, faculty, and staff.

• Ability to prioritize and organize a diverse workload with strong attention to detail.

• Ability to meet deadlines in a timely manner while demonstrating flexibility when priorities and deadlines change.

• Demonstrated experience with the administration and delivery of events.

• Proven proficiency with Microsoft Office products and the Google Suite, with a strong interest and aptitude for learning new computer applications

• Proven proficiency with managing electronic calendars, and ability to schedule and operate video conferencing tools including Zoom and Google Meet.

• Proficiency troubleshooting and operating common office equipment.

• Demonstrated commitment to diversity, equity, inclusion, and social justice is expected

Desired Qualifications*

• Previous experience working in an academic environment, preferably in student services

• Experience working with the University's financial, student, and HR systems.

Additional Information

In addition to a career filled with purpose and opportunity, the University of Michigan offers a comprehensive benefits package to help you stay well, protect yourself and your family and plan for a secure future. Benefits include:

• Generous time off

• A retirement plan that provides two-for-one matching contributions with immediate vesting

• Many choices for comprehensive health insurance

• Life insurance

• Long-term disability coverage

• Flexible spending accounts for healthcare and dependent care expenses

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/AA Statement

The University of Michigan is an equal opportunity/affirmative action employer.

Job Detail

Job Opening ID

248727

Working Title

Administrative Coordinator

Job Title

Admin Coord/Project Coord

Work Location

Ann Arbor Campus

Ann Arbor, MI

Full/Part Time

Full-Time

Regular/Temporary

Regular

FLSA Status

Nonexempt

Organizational Group

Avp Enroll Mgmt

Department

ONSP Department Operations

Posting Begin/End Date

5/06/2024 - 5/27/2024

Salary

$50,000.00 - $56,000.00

Career Interest

Academic & Student Services

Administration

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