US-Remote, Washington, DC Preferred
Troy, Michigan
Moore, Oklahoma
ST. LOUIS, Missouri
Baltimore, Maryland
Posted: 11-Jan-25
Location: Ann Arbor, Michigan
Internal Number: 258532
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.
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.
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.
- 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
- 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
Salary: $45,000 - $53,000
A higher salary may be considered for an extraordinary qualified candidate.
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.
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.
The University of Michigan is an equal opportunity/affirmative action employer.