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Administrative Specialist
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Position Number: 1582872
Location: Ann Arbor, MI
Position Type: Secretary and Administrative Assistants

Administrative Specialist

Job Opening ID: 176948
Work Location: Ann Arbor Campus
Full Time/Part Time: Full-Time
Regular/Temporary: Regular
FLSA Status: Exempt
Organizational Group: Univ Human Resources
Department: University Human Resources
Posting Begin/End Date: 8/19/2019 9/02/2019
Salary:
Paid Time Off: Yes
Career Interest: Administration

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
The University of Michigan is seeking an Administrative Specialist to support the Benefits Administration Office.

Responsibilities*
Coordinates workflow and schedules. Arranges, organizes and provides administrative support for meetings, committees and Projects.

-Acts as a gatekeeper, managing calendar, scheduling meetings and appointments within all levels of the organization reflecting an understanding of priorities, UM culture and hierarchy.

-Schedules duties and responsibilities to ensure priority items are addressed accordingly. Has ability to adjust, modify work schedule of self and other leaders in BAO based upon constantly evolving work priorities.

-Screens and controls interruptions, Answers questions, meeting requests and responds to communications on behalf of Sr. Director as assigned.

-Develops strategies and methodologies to ensure due dates and important milestones are met.

Performs high-level administrative duties for the Senior Director for Benefits, including matters of a highly-sensitive and confidential nature including:

--Manages due dates and important milestones with associated reminders, ensuring dates are met. --Sets up and manages tickler system. Checks deadlines on incoming requests and initiates preliminary work.

--Provides meeting support. Collects key meeting preparation materials and distributes in advance, ensuring manager is prepared. For meetings led by manager, takes leadership role in developing agenda, meeting materials, presentations, logistical arrangements, and other meeting aides, as needed. Attends meetings and prepares meeting minutes, action items, and maintains records...

--Assists in the creation and maintenance of project and committee documents, collecting input from various sources, organizing documents, creating a structure, and archiving documents on CTools and/or shared drive.

Creates Correspondence, Communication, Reports, and Presentations. Completes Special Projects

--Organizes special projects as assigned, including analyzing and recommending best approach, knowing University policies and processes, establishing objectives, determining priorities, managing time, monitoring progress, problem-solving, and making adjustments to plan.

--Takes leadership role in composing and distributing staff communications as assigned.

--Prepares, composes, and edits correspondence, memos, reports, and presentations for Senior Director's signature or continued development including, presentations, executive committee reports, core management reports, etc. Coordinates graphic support as needed.

Facilities management

--Coordinates office and conference room furniture and equipment needs with UHR Workspace Integrator.

HR Support Functions and General Administrative Support

--Coordinates annual staff review process, managing annual departmental performance evaluation process and ensuring compliance with the University requirements.

--Coordinates BAO hiring and termination transactions, including posting positions, monitoring applicants, printing resumes, arranging job interviews, preparing job offers, conducting new employee orientations, and completing termination processing.

--Maintains confidentiality. Assures discreet handling of all business and personnel matters.

Required Qualifications*
--Bachelor's degree in related field or equivalent combination of education and experience.

--Considerable progressively responsible administrative assistant experience.

--Must possess advanced level computer skills including extensive Excel competency, Microsoft Word, Google, Visio and Power Point. Ability to learn new software quickly.

--Strong Internet and research skills.

--Experience creating materials for presentations and reports.

--Excellent verbal and written communication skills including the ability to draft from scratch with minimal direction. Editing skills. Ability to apply a brand and style to written communications.

--Ability to multi-task and work quickly. Comfortable with change and ability to be flexible.

--Ability to build relationships with others.

--Excellent interpersonal skills. Ability to work well with all levels of management and staff.

--Experience in managing and provide oversight to staff.

--Excellent organizational skills including project coordination experience.

--Meeting management and preparation experience.

--Ability to work well in teams and with the public.

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.

To apply, visit http://careers.umich.edu/job_detail/176948/administrative_specialist