Assistant to AVP/Executive Director Financial Aid

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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

The Office of Financial Aid is looking for a senior administrative assistant to support the Assistant Vice Provost for Enrollment Management and Executive Director of Financial Aid (AVP/ED), and perform various administrative functions to support the office. Exercising a high level of initiative, organizational skills and customer service with an ability to handle a variety of tasks with accuracy are key characteristics of a successful candidate.

This position reports directly to the AVP/ED and may provide general support to OFA leadership.This position is currently required to report to work in the office Monday through Friday, 8am to 5pm to ensure front desk coverage and available customer service.

Who We Are

The University of Michigan is a premier public research university with over 52,000 students including more than 33,000 undergraduates, with a strong commitment to diversity, equity, inclusion and affordability. U-M is in high demand having received about 93,000 undergraduate first-year and transfer applications in the fall of 2023 and enrolling 8,800 incoming students.

Reporting to the Provost and Executive Vice President for Academic Affairs, the Office of Enrollment Management (OEM) manages U-M's enrollment function to efficiently optimize students' experiences throughout their engagement, from prospect to alumni. The division collaborates with campus partners, faculty, and staff, in support of the university's mission and commitment to academic quality, accessibility, diversity, equity, and inclusion.

OEM comprises a dedicated team of more than 200 full-time staff members, and up to 400 additional student and temporary staff and is structured in five operational units - the Office of Undergraduate Admissions, the Office of Financial Aid, the Office of New Student Programs, the Office of the Registrar, and OEM Administration. OEM strives to provide excellence in access and support to diverse and inspiring learners who will challenge the present and enrich the future.

Responsibilities*

80% Administrative and operations support

• Provides high-level administrative support to AVP/Executive Director of Financial Aid and the financial aid leadership team. Anticipates conflicts, schedules appointments and meetings including the preparation of materials and high-profile meetings (e.g. appeals). Assists with documentation and coordination of new processes.

• Responds to general correspondence on behalf of the AVP/EDr; handles calls in their absence. Initiates and prepares routine correspondence.

• Reviews, handles and distributes incoming and outgoing mail. Maintains and organizes the paperwork and files as necessary.

• Manages supply inventory and orders office supplies. Maintains office/computer equipment (printers, copiers, etc.). Initiates tasks to resolve maintenance issues. May serve as facilities assistant.

• Coordinates travel arrangements for the AVP/ED and all staff attending conferences and training workshops. Prepares, reviews and reconciles travel and expense reports.

• Arranges university vehicles for outreach staff and conference travel.

• Works with Associate Director of Business Administration in OEM to manage procurement card inventory for OFA. Monitors expenditures on amonthly basis, and assists AVP/ED with procurement card reconciliation as needed.

• Reconciles OFA Statement of Accounts.

10% Human resources support

• Process student and temporary appointment hires, terminations and other HR transactions. Consults with OEM HR Generalists as necessary.

• Schedule interviews, develop candidate packets and greet candidates throughout the search process.

• Assist with new employee (regular and temporary) onboarding for department - review Form I-9, arrange for phone/computer equipment setup and may request appropriate access by position.

• Assists with temporary and student employee offboarding, process temporary employee termination transaction with OEM HR approval and requests access removal.

10% Manages and/or performs specials projects

• Assist AVP/ED with scheduling and coordination details of staff engagement events, meetings and off-site conferences.

• Receive subpoenas and refer them to the Office of General Counsel.

• Other duties as assigned.

Required Qualifications*

• Bachelor's degree or equivalent combination of education and experience.

• Considerable customer service experience and demonstrated knowledge in appropriately handling confidential and sensitive information

• Progressively responsible professional experience including administrative support.

• Possesses a flexible, problem-solving attitude and a willingness to work successfully in a team environment.

• Excellent verbal and written communication skills.

• Strong working knowledge of Microsoft Office products and Google applications

• Experience with Zoom or other video conferencing tools.

• Ability to work effectively with diverse work styles and with individuals from diverse backgrounds.

• Proven experience working with multiple stakeholders, at all levels, with exceptional interpersonal skills.

• Must be self-directed; pay high attention to detail with superior organizational skills.

Desired Qualifications*

• Previous experience working in an academic or student services environment.

• Experience with University of Michigan HR and Financial policies, procedures and systems including but not limited to the M-Pathways Financials, Human Resources Management System and Business Objects.

Additional Information

Benefits at the University of Michigan

In addition to a career filled with purpose and opportunity, the University of Michigan offers a comprehensive benefits package to help you stay well, protect yourself and your family and plan for a secure future. Benefits include:

• Generous time off

• A retirement plan that provides two-for-one matching contributions with immediate vesting

• Many choices for comprehensive health insurance

• Life insurance

• Long-term disability coverage

• Flexible spending accounts for healthcare and dependent care expenses

U-M EEO/AA Statement

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

Job Detail

Job Opening ID

248570

Working Title

Assistant to AVP/Executive Director Financial Aid

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

Avp Enroll Mgmt

Department

OFA Office of Financial Aid

Posting Begin/End Date

5/02/2024 - 5/16/2024

Salary

$50,000.00 - $57,000.00

Career Interest

Academic & Student Services

Administration

Finance

Human Resources

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