| The Office of New Student Programs (ONSP) is looking for an administrative coordinator to manage a blend of responsibilities that combine student affairs program logistics support and administrative/financial responsibilities for the department. Exercising a high level of initiative, organizational skills, and customer service with an ability to handle a wide variety of diverse tasks with accuracy are key characteristics of a successful candidate. This position reports to an Assistant Director in ONSP, receives additional supervision from the Director of ONSP, and will work closely with all unit program managers and HR/Budget personnel in the Office of Enrollment Management (OEM). The Office of Enrollment Management requires a hybrid work arrangement of minimally three days on-site and two remote days. Thursdays are required as an on-site work day for all. Primary work schedule is M-F, 8am to 5pm however, the position may require work during early mornings, evenings, nights and/or weekends 40% ONSP Program Support - Assists and supports logistic efforts for programming across ONSP, including Orientation, Mentorship, Transfer Connections, and Veteran and Military Services programs.
- Provide project management support for ONSP programs as assigned.
- In collaboration with other ONSP professional staff, serve as on-site supervision for programs and events as needed.
- Coordinate event details such as venue booking, supply acquisition, and catering communications as required.
- Work with third party vendors and providers in the facilitation of event support including establishing reservations and processing payment.
- Oversee student staff hosting process, providing support and ensuring accuracy in procedure and reconciliation.
20% Financial support, reconciliation, and procurement - Assist with administrative items including budget management, reimbursement processing, journal entries, and other duties as needed.
- Process all purchase orders, vouchers and invoices received. Partner with Budget Analyst/Associate Director in the Office of Enrollment Management as necessary.
- Reconciles and distributes Statements of Activity.
- Assists with managing gift accounts, scholarship awarding and correspondence with the Office of Financial Aid as necessary.
- Prepares, reviews, and reconciles travel and expense reports for ONSP Director.
15% Office Management and Administrative Support - Provides administrative support to ONSP Director and full-time staff members. Assist with the Director's calendar and schedule meetings as requested.
- Maintains office/computer equipment and resolves maintenance issues.
- Oversees office management duties including monitoring inventory levels of supplies, placing orders in a timely manner, and maintaining an organized and efficient office environment including local off-site storage.
- Manages access control to the Student Activities Building (SAB) for ONSP purposes, regularly updating door codes and monitoring building entry.
- Coordinates office maintenance by submitting requests to facilities for work to maintain a professional and functional workspace.
15% Human Resources Support - In collaboration with the OEM HR team, manage the hiring process for a large volume of temporary and student employees who assist in various programmatic efforts.
- Assist with new employee onboarding - reviews Form I-9, arranges for computer equipment setup, and requests appropriate access.
- Assists with temporary and student employee offboarding, processes temporary employee termination transactions and requests access removal.
- Process People Pay and HR PAR transactions with Director/OEM HR approval.
- Monitor payroll and assist regular, temporary, and student staff with time reporting within the unit.
- Maintain static groups, reviews/approves time reports and investigates reporting errors.
- Confirm and apply work-study funds for eligible student hires each semester.
10% Committee engagement and other duties - Participate on assigned committees within the Office of Enrollment Management.
- Other duties as assigned.
- Bachelor's degree or equivalent combination of education and experience.
- Experience working with partners from various departments in an organization.
- Demonstrated ability to work as an effective member of an office team, interacting professionally with a diverse group of students, faculty, and staff.
- Ability to prioritize and organize a diverse workload with strong attention to detail.
- Ability to meet deadlines in a timely manner while demonstrating flexibility when priorities and deadlines change.
- Demonstrated experience with the administration and delivery of events.
- Proven proficiency with Microsoft Office products and the Google Suite, with a strong interest and aptitude for learning new computer applications
- Proven proficiency with managing electronic calendars, and ability to schedule and operate video conferencing tools including Zoom.
- Proficiency troubleshooting and operating common office equipment.
- Demonstrated commitment to diversity, equity, inclusion, and social justice is expected.
- Previous experience working in an academic environment, preferably in student services
- Working knowledge of Oracle/PeopleSoft financial, student, and HR systems.
The University of Michigan is an equal opportunity/affirmative action employer. |
