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
Space Physics Research Lab (SPRL) in the College of Engineering is seeking an experienced and motivated Administrative Assistant to join our administrative team and support the activities of the lab.
Who We Are
Michigan Engineers are world-class educators, researchers, students and staff who strive to build a people-first future. As part of a top national public research institution, Michigan Engineering's mission is to provide scientific and technological leadership to the people of the world, develop intellectually curious and socially conscious minds, create collaborative solutions to societal problems, and promote an inclusive and innovative community of service for the common good.
Why Work at Michigan?
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 a 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
- Maternity and Parental Leave
Responsibilities*
General Administrative Responsibilities
- Provide complex administrative support to staff and faculty director
- Calendar management; schedule meetings and other appointments/engagements
- Handle travel arrangements for SPRL staff, including the preparations of itineraries, the
coordination of agendas with complex meeting schedules, and reimbursements.
- Coordinate visitors, including planning visits, taking care of parking passes, and other
extensive travel arrangements, dinners, and other catered events.
- Execute and assist with event planning for the department.
- Maintain SPRL CCURE access to lab and building.
- Maintain key assignments and distribution
- Other administrative duties as required.
Payroll Responsibilities
- Notify staff of upcoming payroll dates
- Communicate prior period adjustments
- Run Biweekly and Monthly queries for payroll
- Run Time Code Reports for Project Managers and Approvers
- Correction vouchers to amend Incorrect Hours
- Missing Time Certs to amend hours not submitted or approved on time.
Purchasing Responsibilities
- Monitor and process OPS database for all new orders, ongoing orders, and previous orders.
- Create marketsite POs, Vendor system POs, or process PCard purchases.
- Track and receive deliveries.
- Submit invoices and reconcile pcard.
- Scan all shipping labels into OPS database system and attach to corresponding order.
Shipping Responsibilities
- Prepare (print or email) all shipping labels for outgoing packages from the lab.
- Create corresponding database requisition for the purchase of the shipping.
- Coordinate whether package is to be picked up or dropped off by/to delivery service.
- Monitor tracking number, for pick up and delivery, along with the shipping employee.
Required Qualifications*
- Must be a U.S. Citizen due to funding requirements
- High attention to detail
- Ability to problem solve
- Two or more years of previous administration
- Proficient in Word, excel
- Excellent communication skills
- Ability to prioritize multiple projects
Desired Qualifications*
- Working knowledge of UM purchasing system
- Experience using M-Pathways procurement, concur, marketsite, ordering, and purchase orders
- Associate or bachelor's degree and one year experience in an office-related support position
- Previous experience and familiarity with UM policies and procedures
- Familiarity with university travel/expense system
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.
Additional Information
Salary: $45,000 - $53,000
A higher salary may be considered for an extraordinary qualified candidate.
Background Screening
The University of Michigan conducts background checks on all job candidates upon acceptance of a contingent offer and may use a third party administrator to conduct background checks. Background checks are performed in compliance with the Fair Credit Reporting Act.
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.
