University of Michigan Administrative Assistant Assoc in Ann Arbor, Michigan

Job Summary

A cover letter is required and should be attached as the first page of your resume. It should address your specific interest in the position and outline skills and experience that directly relate to this position

As a comprehensive performing arts school set in one of the world’s finest public institutions of higher education, the School of Music, Theatre & Dance (SMTD) is deeply engaged in the creation, practice, scholarship, and pedagogy of music, theatre, and dance. We aim to provide leadership, nationally and internationally, in all three fields. We assert and celebrate the value of the arts to the mission of the University of Michigan. Further, SMTD is strongly committed to diversity and inclusion as a means of achieving and sustaining excellence.

SMTD is seeking an Administrative Assistant who will report to the Youth & Adult Community Programs (YAP) Director and has responsibility for assisting the YAP Staff in the execution of logistics related to all programs, including: admissions, auditions, and customer service. Specific duties include responsibility for the office flow and organization of the YAP office. Some nights and weekends are required.

Responsibilities*

Administration and Communication

  • Serve as main point of contact for all external vendors, guests, and participants. Provide phone coverage for main office

  • In partnership with the Business Office, help develop and implement processes and procedures for effective daily and annual operations for the YAP Area

  • Manage email correspondence. Answer immediate requests and questions

  • Meetings and Events. Coordinate logistics (room scheduling, equipment, invitations, etc.). Take meeting notes and disseminate to all parties present afterward. Organize and distribute materials in preparation for meetings and in response to meetings as needed

  • Scheduling/Calendar management

  • Website. Update individual program websites as needed and necessary

  • General Office Duties: Order/maintain office supplies. Maintain all filing of electronic and hard copy documents. Create and maintain electronic and hard copy filing systems as needed

  • Database Maintenance. Keep all records updated and accurate for each YAP employee, volunteer, and representative. Work with database manager to troubleshoot issues.

Financial

  • Serve as the Business Office liaison for the area, supporting the procurement and financial processes

  • Payment Processing. Process payments to students, guests, faculty and staff. Track all payments holistically across the area as well as individually by program.

  • Purchasing. Pay invoices, track and reconcile expenses

  • Picard Reconciliation (Concur)

  • Process refunds and reimbursements

  • Currency Deposits

Human Resources

  • Support the hiring and employment processes. Schedule interviews. Prepare and send letters of agreement after approved by Director.

  • Assist with travel coordination and hosting arrangements

  • Minors on Campus. Send training to all new hires; request and track background checks.

Marketing

  • Work with the Marketing Department to create annual materials that are congruent with the School of Music, Theatre & Dance theme. Includes some work with Adobe InDesign

  • Work with Director, Coordinators, and Faculty members to create advertisements and promotional materials for programs according to the Youth & Adult Community Programs Marketing Procedures and Guidelines

  • Work with Print, Copy, Mail Services and FedEx to complete all print needs

Program Assistance

  • Support Coordinators with the preparation and implementation of programs

Required Qualifications*

  • A Bachelor’s degreeand at least one year of office experience

  • Prior responsibility for logistics in an office environment, scheduling, customer service, and financial management preferred.

  • Excellent communication skills

  • Excellent organizational skills

  • Ability to work evening and weekends

  • Dependable, punctual, flexible with schedule

  • Experience with MS Office Suite, FileMaker Pro, Adobe InDesign, Adobe Creative Suite

  • Demonstrated ability to work effectively with individuals from diverse communities and cultures

Desired Qualifications*

  • A minimum of two years’ experience in an office environment,preferably in the arts industry

  • Knowledge of University practices, rules and regulations.

Application Deadline

Job openings are posted for a minimum of seven calendar days. This job 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 EEO/AA Statement

The University of Michigan is an Equal Opportunity/affirmative action employer. Women and minorities are encouraged to apply.

Job Detail

Job Opening ID

142175

Working Title

Administrative Assistant Assoc

Job Title

Administrative Assistant Assoc

Work Location

Ann Arbor CampusAnn Arbor, MI

Full/Part Time

Full-Time

Regular/Temporary

Regular

FLSA Status

Nonexempt

Organizational Group

School Music

Department

School of Music,Theatre&Dance

Posting Begin/End Date

5/19/2017 – 5/28/2017

Career Interests

AdministrationThe Arts

Apply Now at http://careers.umich.edu/job_detail/apply/142175