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Receptionist/Administrative Assistant
•30 days ago
| Hours | Full-time, Part-time |
|---|---|
| Location | Ann Arbor, MI Ann Arbor, Michigan |
About this job
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 PLEASE NOTE: This is a one year limited term position.
Department Summary
The Dean of Students Office promotes student development and enhances the experience of undergraduate and graduate students through programs, services, partnerships/connections, and policy development that promote an inclusive campus climate and facilitates the successful navigation of campus life.
The core work of the Dean of Students Office includes promoting a safe and respectful campus community, enhancing students' Michigan experience, providing support services and managing critical incidents impacting students and the campus community and recognizing and responding to the emerging needs within the student population.
Job Summary
The Dean of Students Office is seeking a full-time, term limited, receptionist/administrative assistant that will provide a professional welcoming atmosphere at the front desk and administrative support to the DOS staff.
Responsibilities* I. Provide general receptionist duties for Office Suite 3000 (20%)
Welcome visitors to the Dean of Students Office (DOS)
Greet students and the general public seeking to meet with Dean of Students staff members
Remain abreast of emergent campus issues to be able to answer routine questions
Coordinate hiring student staff for the DOS front desk
Coordinate training and provide on-going supervision to student staff at the DOS front desk
Schedule student staff for the DOS front desk
Answer questions from professional and student staff as necessary
II. Provide administrative support to the Assistant Dean and other professional staff in the office and the rotating on-call staff members (15%)
Schedule DBIT and HAT meetings
Schedule meetings and make room reservations
Prepare materials for trainings
Coordinate travel for professional staff, including making reservations and transportation
Provide administrative support for various staff searches
Conduct research into programs and practices at other institutions as requested
Provide administrative support to the critical incident functional work of the Dean of Students Office (15%)
Process emergency funding requests (requires immediate response and processing)
Reserve emergency housing at local hotels as necessary
Electronically distribute student survey on behalf of DOS and initiate program evaluation tool distribution to students being supported by the office
Assist with Campus Memorial preparations, coordination of parent visits for deceased students, and other individual memorial and special event support
Coordinate parent visits for students with medical and other emergencies as necessary
Parent/Family Weekend Support (15%)
Answer phone calls and emails from staff, students, other campus partners, parents and families about Parent/Family Weekend
Assist with reservation system for participants
Respond to inquiries from campus partners about Parent/Family Weekend events
Provide general administrative support
Beyond the Diag Support (15%)
Serve as point of contact for students seeking off-campus housing assistance
Serve as point of contact for property managers inquiring about the off-campus listing service
Provide assistance to international and transfer students seeking housing
Assist with off-campus housing fair planning and logistics
Manage procurement process for printing orders of Off-Campus Living Guides and advertising inserts, sample leases, inventory checklists, canvassing and other materials
Coordinate and gather materials for canvassing
Bias Response Support (5%)
Serve as administrative support to Bias Response Team
Prepare Expect Respect materials and distribute materials to campus partners
Assist the Bias Response Coordinator in compiling annual report on bias response work
Respondent Support Program Support (5%)
Provide administrative support to the Respondent Support team
Prepare Respondent Support materials and distribute materials to campus partners
Assist the Respondent Support Program Coordinator in compiling annual reports on respondent support services
General administrative duties (10%)
Monitor and respond to emails sent to the general Dean of Students email account
Assist in hiring and onboarding professional and new student staff
Monitor, stock and order supplies for the office
Submit and monitor maintenance requests for office suite
Monitor office machine maintenance and serve as point of contact for service
Update/edit DOS information for annual publications and general materials
Reviewing publications, relevant stories, and accolades, etc. of U-M students
Invoice other units (CAPS, Spectrum) for use of photo copy machine
Provide budgetary assistance including tracking expenditures and other functions as necessary
Required Qualifications*
High school diploma (bachelor's degree preferred)
2-3 years previous clerical/secretary experience
Experience with Google mail and calendars
Proficient with Microsoft Office Suite
Desired Qualifications*
Bachelor's degree
Experience working in higher education
Familiarity with UM policies, procedures, and organizational structure
Additional Information PLEASE NOTE: This is a one year limited term position.
Relocation will not be offered for this position.
Position Criteria:
Ability to:
Manage multiple and competing priorities.
Thrive in a diverse, fast-paced student affairs office responsible for responding to emergent needs and issues.
Working conditions
This position work schedule is Monday-Friday, 8:00 am -- 5:00 pm.
Physical requirements
This position requires the ability to travel to various campus locations to deliver materials and provide event support. The person in this position may need to lift items weighing up to twenty-five (25) pounds, etc.
The person in this position routinely moves through the facility to attend meetings/events and access files or information.
Direct reports
Provides functional supervision to student support staff.
U-M EEO/AA Statement The University of Michigan is an equal opportunity/affirmative action employer.
Job Summary PLEASE NOTE: This is a one year limited term position.
Department Summary
The Dean of Students Office promotes student development and enhances the experience of undergraduate and graduate students through programs, services, partnerships/connections, and policy development that promote an inclusive campus climate and facilitates the successful navigation of campus life.
The core work of the Dean of Students Office includes promoting a safe and respectful campus community, enhancing students' Michigan experience, providing support services and managing critical incidents impacting students and the campus community and recognizing and responding to the emerging needs within the student population.
Job Summary
The Dean of Students Office is seeking a full-time, term limited, receptionist/administrative assistant that will provide a professional welcoming atmosphere at the front desk and administrative support to the DOS staff.
Responsibilities* I. Provide general receptionist duties for Office Suite 3000 (20%)
Welcome visitors to the Dean of Students Office (DOS)
Greet students and the general public seeking to meet with Dean of Students staff members
Remain abreast of emergent campus issues to be able to answer routine questions
Coordinate hiring student staff for the DOS front desk
Coordinate training and provide on-going supervision to student staff at the DOS front desk
Schedule student staff for the DOS front desk
Answer questions from professional and student staff as necessary
II. Provide administrative support to the Assistant Dean and other professional staff in the office and the rotating on-call staff members (15%)
Schedule DBIT and HAT meetings
Schedule meetings and make room reservations
Prepare materials for trainings
Coordinate travel for professional staff, including making reservations and transportation
Provide administrative support for various staff searches
Conduct research into programs and practices at other institutions as requested
Provide administrative support to the critical incident functional work of the Dean of Students Office (15%)
Process emergency funding requests (requires immediate response and processing)
Reserve emergency housing at local hotels as necessary
Electronically distribute student survey on behalf of DOS and initiate program evaluation tool distribution to students being supported by the office
Assist with Campus Memorial preparations, coordination of parent visits for deceased students, and other individual memorial and special event support
Coordinate parent visits for students with medical and other emergencies as necessary
Parent/Family Weekend Support (15%)
Answer phone calls and emails from staff, students, other campus partners, parents and families about Parent/Family Weekend
Assist with reservation system for participants
Respond to inquiries from campus partners about Parent/Family Weekend events
Provide general administrative support
Beyond the Diag Support (15%)
Serve as point of contact for students seeking off-campus housing assistance
Serve as point of contact for property managers inquiring about the off-campus listing service
Provide assistance to international and transfer students seeking housing
Assist with off-campus housing fair planning and logistics
Manage procurement process for printing orders of Off-Campus Living Guides and advertising inserts, sample leases, inventory checklists, canvassing and other materials
Coordinate and gather materials for canvassing
Bias Response Support (5%)
Serve as administrative support to Bias Response Team
Prepare Expect Respect materials and distribute materials to campus partners
Assist the Bias Response Coordinator in compiling annual report on bias response work
Respondent Support Program Support (5%)
Provide administrative support to the Respondent Support team
Prepare Respondent Support materials and distribute materials to campus partners
Assist the Respondent Support Program Coordinator in compiling annual reports on respondent support services
General administrative duties (10%)
Monitor and respond to emails sent to the general Dean of Students email account
Assist in hiring and onboarding professional and new student staff
Monitor, stock and order supplies for the office
Submit and monitor maintenance requests for office suite
Monitor office machine maintenance and serve as point of contact for service
Update/edit DOS information for annual publications and general materials
Reviewing publications, relevant stories, and accolades, etc. of U-M students
Invoice other units (CAPS, Spectrum) for use of photo copy machine
Provide budgetary assistance including tracking expenditures and other functions as necessary
Required Qualifications*
High school diploma (bachelor's degree preferred)
2-3 years previous clerical/secretary experience
Experience with Google mail and calendars
Proficient with Microsoft Office Suite
Desired Qualifications*
Bachelor's degree
Experience working in higher education
Familiarity with UM policies, procedures, and organizational structure
Additional Information PLEASE NOTE: This is a one year limited term position.
Relocation will not be offered for this position.
Position Criteria:
Ability to:
Manage multiple and competing priorities.
Thrive in a diverse, fast-paced student affairs office responsible for responding to emergent needs and issues.
Working conditions
This position work schedule is Monday-Friday, 8:00 am -- 5:00 pm.
Physical requirements
This position requires the ability to travel to various campus locations to deliver materials and provide event support. The person in this position may need to lift items weighing up to twenty-five (25) pounds, etc.
The person in this position routinely moves through the facility to attend meetings/events and access files or information.
Direct reports
Provides functional supervision to student support staff.
U-M EEO/AA Statement The University of Michigan is an equal opportunity/affirmative action employer.
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