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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

This position reports to the Administrative Services Manager and provides administrative support to the Office of the Provost, serving as the first point of contact for the office. The front desk coordinator is responsible for answering the main phone line, greeting and receiving visitors, processing deliveries, and maintaining the general office and kitchen supplies. As a member of the Provost's Office team, this position also provides backup clerical support as needed. This position resides in person 5 days/week on the Ann Arbor campus.

Responsibilities*

General Office Support - 40%

Serve as the first point of contact for the office, welcoming visitors and triaging phone calls and emails. Assist in troubleshooting office equipment, maintaining office supplies, and keeping electronic files. Coordinate office merchandise orders and life cycle acknowledgements. Serve on various building-wide committees (Kitchenette, Office Supply, Green Team, Building Immediate Response Team (BIRT Team). Promote communication between the Provost's Office and the Ruthven facilities team and support upkeep of the office suite, kitchenette, appliances, and shared conference rooms. Maintain directories, email groups, and department contact lists for internal and external use; other clerical duties as needed.

Event Support - 20%

Assist in the organization and coordination of various office and department meetings. This includes reserving conference rooms, ordering catering, and facilitating room set-up and breakdown. Maintain various forms of payment, file receipts, and reconcile these charges in their respective ways. Provide additional support, as requested, for special office meetings, executive searches, and other department and university events.

Project Coordination - 20%

Manage multiple projects inside the office and across campus such as the Provost Office Faculty Suite at Michigan Stadium (i.e. building guest lists, providing guest and host support materials for each game). Manage the Provost's season tickets for various U-M events. Coordinate annual organizational chart update for all schools, colleges, and other reporting units on campus. Ensure that the required changes are submitted to the Ethics, Integrity and Compliance (EIC) department and published on the university's Standard Practice Guide website. Oversee the annual review of executive committee appointments and off-cycle executive committee appointment changes for regental approval, while working with campus partners to ensure that deadlines are met.

Executive Support - 15%

Facilitate meeting transitions to ensure the provost's daily schedule runs smoothly. This includes managing guests as they arrive and depart, time checks, and answering questions. With the Provost's Executive Assistant, prepare both the physical and electronic materials for the Provost, including but not limited to daily meeting folders, drafting event briefings and travel itineraries. Help manage these materials within the provost office filing system and university archives.

Special Projects - 5%

Assist the Special Counsel, Executive Assistants, Project Managers and others with projects and tasks such as executive searches, surveys, scheduling, etc. Create documents to record the requested information, and also keep a history of the process(es) followed when working on these projects.

Other tasks as assigned.

Required Qualifications*

• High school diploma and 4 years of experience in an administrative role
• Customer service experience
• Experience working in a fast-paced professional environment
• Ability to maintain strict confidentiality
• Proficiency in working with Microsoft Office Suite, Google Suite, Canva and Adobe Creative a "plus"
  

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.

The work requires, or the supervisor approves a fully onsite presence. Onsite is defined as a designated U-M owned or leased work location within or outside of the State of Michigan.

U-M EEO Statement

The University of Michigan is an equal employment opportunity employer.