[New Job Vacancy] Administrative and Events Coordinator job in University of Michigan, (Ann Arbor, MI 48109) – Jobs in Ann Arbor, MI 48109

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Job Opening details:-
Company Name :-
University of Michigan
Position Name :-
Administrative and Events Coordinator
Company Location :-
Ann Arbor, MI 48109
Job Category :
 Back office jobs

Full Job Description :-
How to Apply

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.

Summary

As a key member of our administrative team, this is an exciting next step for an experienced candidate to further their skills and experience in managing events, procurement/hosting/travel, and other administrative activities for ISD. The ideal individual is an enthusiastic, collaborative, and well-rounded professional with a proven track record of successfully: managing events and activities planning and execution; providing expertise in procurement, travel, hosting, and reimbursement activities; working effectively with diverse stakeholders; and bringing a dedication to accuracy and excellence. ISD is committed to supporting on-going staff professional development and well-being, and actively values a flexible, people-centric work environment.

Who We Are

Integrative Systems + Design (ISD), a top-ranked division within the College of Engineering at the University of Michigan, integrates the depth and breadth of intellectual resources across the college and university into uncommon opportunities. Our pre-eminent interdisciplinary graduate programs take an integrative mindset approach to combining systems and design thinking in order to foster leaders who can think transformatively and create lasting value with a rigorous focus on innovation, agility, and purpose, in service of the common good. ISD students have the flexibility to learn online or on-campus from world-renowned faculty and industry experts, and ISD is consistently ranked among the top 10 Master’s in Engineering Programs in the U.S.

Responsibilities*

Events and Engagement Activities: (50%)

Provide coordination, support, and ideation for the development and execution of ISD events and engagement activities, ceremonies, workshops, conferences, seminars, special meetings, retreats, recruitment/orientation activities, field trips, demonstrations, webinars, etc.
Network with the event/activity lead, ISD team members, service providers, university entities, partners, and participants to ensure the highest-quality experiences.
Collaboratively coordinate all logistics including: scheduling, invitations, registrations, facilities, room setup, A/V and other services, special equipment, catering, vendors, event materials, visitor travel arrangements, parking, transportation, safety & permissions compliance, special accommodations, evaluations, etc.
Work with the ISD marketing and communications team to develop and implement event/activity communications, materials, signage, photo/video support, etc.
Lead the development, monitoring, and implementation of event/activity action plans, timelines, budgets, tracking; maintain an overall ISD master calendar of events/activities.
Coordinate the special logistics of virtual and hybrid events/activities (i.e. equipment needs, Zoom meetings/breakout rooms/surveys).
Provide direct oversight at actual events/activities as applicable.
Develop and execute event/activity assessment tools and generate summary reports.
Participate on related ISD or other committees and groups; may take on leadership roles as applicable.
Stay current on related University and college policies and procedures, utilize best practices, and ensure event/activity compliance.

Procurement/Travel/Hosting/Reimbursements: (40%)

Provide the support and expertise for ISD procurement, travel, hosting, and reimbursement activities.
Utilize appropriate university methods to execute ISD purchasing (Internal Service Provider, Strategic Contract, M-Marketsite, purchase orders, Quote to Order, PCard, etc.)
Manage the approval and processing of procurement requests in ISD’s Online Purchasing System (OPS); order tracking, receiving, and distribution; sole source justifications; contractual/freelance payments; voucher payment tracking.
Assist faculty, staff, students, and guests with travel and reimbursement submissions; review for accuracy and compliance; process through appropriate university systems (Concur, PeoplePay, etc.).
Network with college and university entities to ensure accuracy and compliance, and to troubleshoot and resolve issues.
Reconcile PCard purchases and reimbursements in a timely and accurate manner; provide appropriate supporting documentation to relevant entities (UM Shared Services).
Stay current on University and college related policies and procedures, follow best practices, and ensure ISD compliance; assist with ISD-specific policies and procedures.

Other Administrative Support (5%)

Manage ISD operating services such as mail/shipping, copier, shredder, water units, etc.; ensure office, kitchen, and hosting supplies are maintained; support classroom/lab supplies procurement and distribution activities as needed.
Assist with back-up coverage for related administrative positions as needed.

General ISD: (5%)

Contribute to overall ISD strategic planning, alignment, and implementation initiatives.
Participate in ensuring effective and integrated connections, communications, and workflows across ISD teams and stakeholders.
Contribute to the utilization of holistic problem-solving, best practices, and effective mechanisms.
Participate in fostering a positive, welcoming, and professional environment that reflects ISD, college, and university values and diversity, equity, and inclusion efforts.
May perform other responsibilities as assigned.

Required Qualifications*

Specific Skills and Experience:

Bachelor’s degree in a related field, or an equivalent combination of education and experience may be considered.
Minimum of 4 years of professional experience in the position’s roles.
Demonstrated successful experience with events/activity management and logistics.
Demonstrated successful experience with procurement, travel, expense, and reimbursement activities.
Experience in interpreting and determining compliance with related internal controls, policies, and procedures.
Dedication to a high level of customer service and a detail-oriented focus for accuracy.
Excellent proficiency in Microsoft Office applications (Excel, Word, PowerPoint), Google applications (Gmail, Calendar, Drive, Docs), Adobe Acrobat, and other business tools and systems in a PC environment.
Must have access to reliable transportation to travel to various locations on and off campus to pick up and deliver event/activity materials as needed.

General Skills and Experience:

Demonstrated ability to exercise professionalism in handling any confidential information, and use sound judgement, diplomacy, and discretion in all actions.
Excellent project management, organizational, analytical, creative, and critical thinking skills.
Demonstrated skills in multi-tasking, prioritizing, meeting deadlines, problem-solving, decision-making, and flexibility to adapt for changing needs and priorities.
Excellent communication (verbal, listening, written, presentation) interpersonal, and networking skills are required in order to carry out position responsibilities.
Ability to seek and responsively incorporate on-going feedback to ensure the highest quality, accuracy, and clarity of responsibilities.
Ability to interact effectively, respectfully, and diplomatically with individuals of all backgrounds and at all organizational levels, and to apply best practices in fostering diversity, equity, and inclusion principles.
Demonstrated strong collaborative working style with the ability to work both independently and as a member of a team in a flexible, dynamic environment.
A solid work ethic and initiative that contributes to fostering a positive, welcoming, and effective professional work environment.
Ability to periodically work flexible hours in support of special activities and needs.

Desired Qualifications*

Related experience in a higher education environment.
Experience with related University of Michigan systems, policies, and procedures.

Additional Information

Integrative Systems + Design is an inclusive and innovative community that is dedicated to integrating disciplines for an uncommon and premier experience with a global reach. We welcome, respect, and value individuals from all backgrounds, cultures, and experiences, and all members are expected to contribute to a respectful and inclusive environment. For more information about ISD please see: http://isd.engin.umich.edu/
Michigan Engineering seeks to recruit and retain a diverse workforce as a reflection of our commitments to serve the diverse people of Michigan, fulfill the College’s Guiding Principles, and sustain the excellence of the College of Engineering.
To learn more about diversity, equity, and inclusion visit: https://www.engin.umich.edu/about/diversity/ To learn more about the College of Engineering strategic vision visit: http://strategicvision.engin.umich.edu

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 anytime after the minimum posting period has ended.

U-M EEO/AA Statement

The University of Michigan is an equal opportunity/affirmative action employer.

U-M COVID-19 Vaccination Policy
COVID-19 vaccinations, including boosters when eligible, are required for all University of Michigan students, faculty and staff across all campuses, including Michigan Medicine. This includes those working remotely. More information on this new policy is available on the Campus Blueprint website or the UM-Dearborn and UM-Flint websites.

Job Opening ID
215046

Working Title
Administrative and Events Coordinator

Job Title
Administrative Assistant Sr

Work Location
Ann Arbor Campus

Ann Arbor, MI

Full/Part Time
Full-Time

Regular/Temporary
Regular

FLSA Status
Nonexempt

Organizational Group
College Engineering

Department
CoE Integrative Sys & Design

Posting Begin/End Date
4/11/2022 – 4/25/2022

Salary
$47,000.00 – $57,000.00

Career Interest

Administration

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