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How to Apply

A cover letter and resume are required for consideration for this position; include the cover letter as the first page of your resume. It should specifically address your interest in this position and outline particular skills and experience directly related to this position.

Who We Are

At Michigan Engineering, we develop the talent and technologies that move society forward and serve our state and national interests. Through discovery and innovation, we create the foundational knowledge and practical technologies to solve not only today's most pressing challenges, but also power industries and change lives. Our programs and community are designed to promote personal well-being and achievement - enabling everyone to unlock their potential and contribute with confidence.

Job Summary

At the University of Michigan's Electric Vehicle Center (EVC), we educate, innovate, and engage to accelerate the future of electric mobility. As part of the EVC, the UM Battery Lab works to create and maintain a state of the art, independent user facility with a flexibility of scale in production and characterization of batteries that will benefit the energy storage community as a whole.

The Electric Vehicle Center and Battery Lab are seeking a highly organized and detail-oriented Administrative Assistant Senior to support daily operations, customer onboarding, and administrative functions. This role will report to the Unit Administrator and work closely with the Battery Lab Director and Research Administrator Senior to ensure a seamless customer experience and efficient operations.

Responsibilities*

Customer Onboarding & Coordination

• Coordinate and manage the Battery Lab customer onboarding process:
  • Initiate contact with customers to confirm reservations and collect statements of work
  • Develop and maintain a tracking system to ensure timely quote delivery prior to reservation dates
  • Request and monitor completion of NDAs and service agreements; submit completed documents for processing to Research Administrator Sr.
  • Gather customer requirements in advance to support special requests and ordering needs
  • Ensure customers complete required lab safety training; track progress and send reminders
  • Manage customer parking requests through the designated portal
  • Escalate issues to the Unit Administrator and/or Lab Director as needed

Administrative & Operational Support

• Manage calendars for the Lab Director and Battery Lab operations
• Monitor and triage general lab email inquiries, directing them appropriately
• Process, track, and troubleshoot procurement orders for the Electric Vehicle Center and Battery Lab
• Coordinate Battery Lab events (e.g., open houses, short courses, industry events)
• Provide support for larger organizational events, including annual EVC symposium
• Assist the Unit Administrator with the hiring process, including:
  • Creating and managing job postings
  • Coordinating interview schedules
  • Communicating with candidates
  • Supporting onboarding logistics and documentation
• Process Personal Action Requests (PARs) for EVC and Battery Lab personnel, ensuring accuracy and timely submission
• Serve as a primary point of contact for visitors when the lab relocates (anticipated November 2027):
  • Answer phone calls, greet guests, manage deliveries, and provide directions
• Track and conduct annual audits of lab safety training:
  • Maintain records of safety certifications for all lab users (internal and external)
  • Audit access lists to ensure all authorized users have valid safety certification
  • Coordinate follow-ups and reminders for training compliance

Reporting & Financial Support

• Generate monthly, quarterly, and annual internal control reports
• Assist with tracking membership contributions and budget-related activities
• Support Battery Lab recharge billing processes and act as a backup resource
• Monitor Electric Vehicle Center internal awards on a monthly basis and report non budget expenditures and low budget balances (~20%) to the Unit Administrator.

Additional Responsibilities

• Perform other duties as requested to support the Battery Lab and EVC operations

Required Qualifications*

• High School Diploma required
• Minimum of 5 years of administrative support experience
• Demonstrated ability to initiate projects and carry them through to completion, with flexibility to shift priorities as needed
• High proficiency with technology, including Google Workspace (Docs, Gmail), Microsoft Office (Word, Excel, PowerPoint), and Adobe Acrobat
• Strong written and verbal communication skills
• Excellent organizational skills with a high level of attention to detail
• Proven dependability and ability to manage multiple tasks effectively
• Ability to work both independently and collaboratively within a team environment
• Strong critical thinking skills with the ability to anticipate needs and act proactively
• Excellent interpersonal skills and ability to work effectively with faculty, staff, and students at all levels

Desired Qualifications*

• Associates Degree in business related field
• Knowledge of University of Michigan policies and procedures
• Experience with MPathways financial and administrative systems
• Experience running Business Objects queries
• Previous experience in a higher education or research environment
• Experience supporting senior leadership and working within an administrative team structure
• Event coordination experience

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.

• Primarily remote position with occasional onsite support for events
• Transition to onsite presence anticipated around November 2027
• Front-facing responsibilities during onsite events and after office relocation
  

Background Screening

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.

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 any time after the minimum posting period has ended.

U-M EEO Statement

The University of Michigan is an equal employment opportunity employer.