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, include your salary requirements, and outline skills and experience that directly relate to this position.
ABOUT THE STEPHEN M. ROSS SCHOOL OF BUSINESS
The Stephen M. Ross School of Business at the University of Michigan is a vibrant and distinctive learning community grounded in the principle that business can be an extraordinary vehicle for positive change in today's dynamic global economy. The Ross School of Business mission is to develop leaders who make a positive difference in the world. Through thought and action, members of the Ross community drive change and innovation that improves business and society.
Ross is consistently ranked among the world's leading business schools. Academic degree programs include the MBA, Part-time MBA (Evening and Weekend formats), Executive MBA, Global MBA, Master of Accounting, Master of Supply Chain Management, Master of Entrepreneurship, Master of Management, BBA, and PhD. In addition, the school delivers open-enrollment and custom executive education programs targeting general management, leadership development, and strategic human resource management.
About the Department
The Faculty Support and Administrative Core Team departments are dedicated to providing skilled and creative administrative support to faculty and staff. This team excels in technical skills, problem-solving abilities, initiative, and a commitment to customer service.
This position provides a wide range of professional administrative, teaching, and research support services to an assigned group of faculty and staff. In addition, this person serves as the primary point person for developing and maintaining process documentation and training materials covering the full range of administrative support processes conducted in the department. These processes are implemented school-wide and therefore affect the efficiency and functioning of the school as a whole.
Develop and maintain process documentation and training materials
Develop and maintain process documents and training materials for the full range of ACT and Faculty Support activities to ensure consistent, streamlined administrative support across Ross school. This includes systematically reviewing and testing existing documentation, identifying outdated or contradictory instructions, maintaining and organizing the online repository of documentation and training materials, ensuring a consistent approach department-wide to naming and organizing shared electronic files, monitoring major sources of external process change (such as the procurement and SSC newsletters) and updating documentation and training materials appropriately, and working with staff across the department to identify gaps or breakdowns in documentation and processes.
Coordinate ongoing process improvement efforts. As a department, we regularly bring together stakeholders across multiple departments in order to dissect and improve existing processes. Serve as the primary coordinator for these efforts by scheduling meetings, creating and disseminating process maps, developing job aids and checklists for new processes, and systematically checking in with multiple constituencies to ensure that new processes are adopted and updated as needed.
Coordinate training efforts for new and existing staff. Ensure that training plans are created and executed for new staff, including temporary staff as appropriate.
Coordinate regular training opportunities for existing staff by arranging for presentations at staff meetings and special sessions. This often includes inviting speakers from other areas of campus such as UM Finance, Procurement, AP, ITS, and other areas.
Support Department Director in implementing new school-wide processes
Support new process initiatives by serving as a central resource to pilot new approaches. Specific current initiatives include a centralized approach to coordinating the logistics of onboarding new employees within departments supported by ACT (e.g. arrange for appropriate computer, voicemail, name badge, keys, card access) and coordinate scheduling of special exams for students requiring testing accommodations (work directly with faculty and students to identify and track student accommodation requests, make room assignments, and arrange for proctoring). Future pilot initiatives may emerge if existing pilot initiatives are expanded and formally adopted school wide.
General administrative support within the FS and ACT department
Duties include conducting financial transactions, including receiving requests for financial transactions and reviewing information to ensure that it is complete. Work across departments to gather additional information as necessary. Work with Shared Service Center to complete Accounts Payable processes, such as Vendor Maintenance, Initiating Requisitions, Purchase Orders, and Payment Vouchers. Appropriately process reimbursements and payments for work, understanding and utilizing multiple channels (such as PeoplePay, Payment requests, and additional pay).
May also be responsible for monitoring, analyzing, and reporting financial data for faculty and staff within an assigned academic area. This includes monitoring income and expenditures for individual Project/Grants and communicating regular reports to chairperson(s), faculty, and staff to prevent overspending and erroneous or inappropriate charges; the administrative assistant must understand policies and procedures and advise faculty and staff accordingly.
Duties also include taking a lead role in planning events, which may include developing a budget, evaluating and choosing vendors and venues, hiring and supervising temporary event staff, managing event websites and registration processes, selecting materials, liaising with speakers, and managing event logistics.
Other duties include providing logistic support for faculty recruitment, coordinating the arrival and onboarding of new faculty and staff members in conjunction with HR, serving as liaison to student and temporary workers throughout multiple academic departments, online approval of hours worked for temporary students, and maintaining web pages.
High School diploma or equivalent and at least five years of related administrative experience.
Demonstrated track record of developing and maintaining process documentation and of providing process instruction or mentoring to co-workers, students, or others.
Strong understanding of financial transactions, particularly Accounts Payable transactions.
Contributes to a positive work community by approaching work with diversity, equity, and inclusion in mind; treats others with respect, dignity, and in a manner where individuals feel they belong; listens, values feedback, and learns from the perspectives of others.
Must possess a high level of proficiency, speed and accuracy with PC software in Microsoft Windows environment, particularly Office 2007 (Word, PowerPoint, and Excel).
Ability to learn quickly and adapt to new computer software and technologies is necessary.
Superior interpersonal and organizational skills are critical.
Must be able to communicate effectively and follow written and verbal instructions, working with a very diverse group of colleagues, faculty, staff, students and visitors. Experience in working with faculty is highly desirable.
Positive customer service-oriented attitude, flexibility and the ability to work both independently and as a team member are critical.
Must have excellent judgment; ability to function productively, particularly at the beginning of academic terms, in an ever-changing, fast-paced environment with numerous interruptions.
Must be able to set priorities, exercise initiative, work simultaneously on numerous projects and meet/negotiate deadlines on a daily basis.
Must be supportive of, and participate in, change initiatives to improve service, efficiencies and/or productivity.
College degree or equivalent education and at least five years of related administrative experience, preferably in an academic setting.
Demonstrated track record of developing and delivering training related to administrative processes.
Strong understanding of University of Michigan financial transactions and financial systems.
Strong understanding of faculty and student needs and work styles is desirable
Understanding of Ross policies and procedures is desirable.
M-Pathways experience and considerable knowledge of university policies and procedures is desired.
Skills testing may be required.
Physical Demands/Work Environment > Requires the ability to occasionally travel to various locations to conduct work and deliver materials > The person in this position routinely communicates with students about programs, events, activities, etc. > The person in this position regularly moves through the facility to attend meetings/events and access files or information > The person in this position routinely moves books and other materials weighing up to 50 pounds to class locations or other venues for events.
Michigan Ross values a culture of diversity, equity, and inclusion. We are committed to the development of diverse and culturally intelligent staff who thrive and contribute to a positive and inclusive environment.
The statements included in this description are intended to reflect the general nature and level of work assigned to this classification and should not be interpreted as all-inclusive.
The University of Michigan is an equal opportunity/affirmative action employer.
Internal Number: 156130
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.