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.
As a unit in Student Life, the Office of Multi-Ethnic Student Affairs (MESA) uses the framework of inclusive excellence to lead the campus community by delivering educational opportunities, programs and initiatives for all students. The unit takes a multi-dimensional approach that focuses on the intellectual and social development of students as they explore culture, race and ethnicity and their intersection with other identities.
The Administrative Assistant is responsible for supporting the work of MESA staff and students through providing excellent coordination of the operations and communications of the office, including providing administrative support to all program areas as needed. The Office Assistant will be the consistent staff member in the office and on the phone, providing welcoming and responsive service to anyone who reaches out to our office. This position serves as the main presence in the MESA office for approximately 30 hours out of the week. Other work hours are utilized for staff and committee meetings.
Administrative & Customer Service - 30%
Provide administrative tasks and comprehensive support to the MESA Director.
Provide excellent customer service to students, staff and guests. Welcome all coming into the MESA office and provide current information for visitors.
Answer phone calls, take messages, distribute mail, as well as other general office tasks.
Provide general administrative support for MESA professional staff including calendaring and detailed minute taking.
Organize and maintain MESA’s online and in-office files and content held on the Google Drive, M+Box, in paper files, books and archives.
Coordinate the use of the office meeting space via Google Calendars and communicate with student and community groups who use the space via the key list held in the Campus Information Center.
Keep an inventory of office and programmatic supplies to order needed supplies in a timely manner.
Maintain a clean and functional office and coordinate with Maintenance staff to ensure proper upkeep of the space.
Represent MESA on committees and working groups including the key administrator group, support staff groups, and others as needed.
Coordinate all hiring paperwork with Student Life Human Resources.
Responsible for scheduling interviews for potential student employees, including coordination with School of Education and the School of Social Work graduate programs.
Functional Student Staff Supervision and Support- 15%
Functional supervision in collaboration with Communications Specialist of student marketing/social media coordinator ensure projects and goals are met.
Coordinate hiring for student front desk staff and provide functional supervision and training.
Event Logistics & Coordination - 15%
Coordinate and publicize unit programs (e.g., open houses, student celebrations) and collaborative programs with other units.
Coordinate MESA’s Welcome Week event programming (MESA Palooza), including budget, logistics, and outreach to student organizations and on campus departments.
Provide support to sponsored student organizations, working directly with students to execute their programs.
Coordinate the programming needs for all MESA events including planning, travel, budgets, and various office tasks.
Fiscal Support - 20%
Initiate and process journal entries and financial transactions/documents including non-PO vouchers, cash receipts, and travel and hosting reports.
Work with ASAP for contracts and key strategic vendors.
Assist Program Managers with student organization grant funding process.
Assist designated student orgs with their funding needs, like PCard purchases, securing contracts, and transfers under the supervision of MESA Director.
Serve as the MESA liaison to Student Life Business and Finance, Human Resources and Student Organization and Account Services.
Keep records of budget tracking and reconciliation reports.
Communications - 20%
Work with Communications Specialist and Student Marketing/social media coordinator to extend the visibility of MESA and program offerings through the creation of content across multiple platforms including social media, newsletters and website.
Direct all media inquires to appropriate channels.
Under guidance of Communications and PR Specialist:
Create and maintain website content.
Work alongside Program Managers to offer online content that deliver on MESA’s mission and four areas of core work.
Write content for social media postings, newsletters, and website.
Assist staff with email marketing software.
Work in coordination with Communications Specialist to post MESA’s weekly newsletter.
Assist the Director in regular communication with key groups including students, student organizations and alumni and schedule meetings when needed.
Participate in staff meetings, including note taking, organizing, and contributing.
While the aforementioned duties are the priority for this position, all staff members are expected to be available and willing to perform other duties necessary to the effective functioning of MESA as a whole. Staff are encouraged to manage their time to allow for adequate time to complete the job responsibilities within the allotted hours. Some weekend and/or evening work may be required.
High School Diploma or equivalent.
Experience working with diverse groups of people.
Knowledge of different racial and ethnic communities.
Experience working with Google applications (including mail, calendar, drive, etc.).
Experience with budget processes, purchasing, and reconciling reports.
Associate or Bachelor’s Degree.
Supervision of student front desk staff.
A candidate that:
Has experience working with extremely diverse student communities and with large ethnic & cultural groups.
Is committed to growth and development of self.
Seeks opportunities to learn and develop others.
Has a high level of emotional maturity and cultural competence.
Fluency in multiple social media platforms (e.g. Facebook, Tumblr, Instagram, Twitter).
Working knowledge of Drupal and/or HTML.
This role may have reporting obligations under Title IX and Clery.
Position Criteria (Candidate Characteristics):
Strong interpersonal skills and team oriented perspective.
Effective verbal, written, listening and presentation skills; ability to represent the office in contacts and communications effectively.
Organized with high attention to detail.
Self-motivated and responsible.
Ability to work in high-paced social environments.
The University of Michigan is an equal opportunity/affirmative action employer.
Internal Number: 172553
About University of Michigan - Ann Arbor
A great university is made so by its faculty and staff, and Michigan is recognized as one of the best universities to work for in the country. The Michigan culture is known for engaging faculty and staff in all facets of the university to create a workplace that is vibrant and stimulating.For two consecutive years, the Chronicle of Higher Education has placed U-M in its "Great Colleges to Work For" survey. In particular, the university earns high marks for strong relations between faculty and administrators, a collaborative system of governance, strong pay and benefits, and a healthy work/life balance.