Administrative Assistant Senior

Administrative Assistant Senior

Michigan Housing is an actively engaged unit within Student Life Auxiliary Services within the Division of Student Life at the University of Michigan. M Housing serves approximately 11,500 students, including undergraduate, graduate, and professional students and their families. Historically, 96-98% of new first-year students choose to live on campus, with a portfolio of 19 residential facilities, 9 dining halls, and 9 retail operations. Significant expansion is planned for Fall 2026, including five new residence halls and a new dining facility, continuing M Housing's tradition of providing affordable housing and enhancing the residential experience.

This Administrative Assistant Senior position reports to the Associate Director of Communication, Assessment and Support, with a dotted line to the Director of Michigan Housing. The role provides crucial administrative support to the unit leadership team, including the Director of Michigan Housing, Associate Director for Administrative Operations, Program Evaluation Specialist, and Communication Specialist. This role is pivotal in managing high-level details for a large and complex organization, involving confidential communications, complex administrative functions, and meeting coordination for various internal and external stakeholders.

The position is primarily on-site in Ann Arbor, with potential for a hybrid schedule after successful completion of the probationary period and six months of work. Occasional evening and weekend work may be required due to the cyclical nature of Michigan Housing operations.

Responsibilities

Administration (50%)

• Support M Housing unit leadership in confidential daily tasks and time-sensitive student situations.
• Independently initiate and coordinate complex administrative functions.
• Prepare meeting agendas, take/process minutes, and follow up on activities affecting Michigan Housing initiatives and projects.
• Provide comprehensive administrative support to Housing search committees, including resume handling, schedule coordination, campus logistics, candidate interaction, and expenditure tracking.
• Manage West Quad Housing Administration office needs, such as repairs, services, supply maintenance, key requests, contact lists, email groups, and mail delivery.
• Update Michigan Housing organizational charts periodically as staff changes occur.
• Coordinate travel arrangements and itineraries for leadership.

Meeting Coordination and Calendar Management (20%)

• Manage complex calendars for unit leadership, prioritizing effective use of time.
• Coordinate departmental meetings and logistics for large-scale events.

Communication (20%)

• Coordinate information distribution throughout Michigan Housing and other University departments.
• Coordinate committees and task forces through ongoing communication and assist with progress reports.
• Represent Michigan Housing in various administrative capacities, ensuring quality and timely services to students, parents, faculty, staff, and the general public.
• Receive and respond to inquiries, complaints, and concerns of a sensitive or confidential nature in consultation with department members.

Finance/Budget (10%)

• Assist with Central Administration budget development, review, and monthly expenditure tracking.
• Initiate, manage, and process purchase orders, invoices, and other financial forms.
• Prepare P-Card and hosting documentation for reconciliation, and process travel reimbursements and expense reports.

Required Qualifications

• High school diploma or an equivalent combination of skills and experience.
• At least 4 years of relevant administrative experience.
• Proven track record of advancing in administrative roles with increasing responsibilities, preferably in an academic environment.
• Demonstrated experience dealing with confidential and sensitive matters.

Desired Qualifications

• Bachelor's degree or an equivalent combination of skills and experience.
• Meticulous attention to detail, superior proofreading ability, consistent accuracy, and excellent organizational skills.
• Experience with Microsoft Office products and Google Suite is preferred, with openness to learning new tools.
• Demonstrated ability to set priorities, solve problems, take initiative, and be resourceful under tight deadlines and multiple priorities.

Modes of Work

Eligible for hybrid work mode at the discretion of the hiring department. Work agreements are reviewed annually and subject to change. Position is primarily on-site in Ann Arbor, MI, with potential for hybrid after probation.

Additional Information

• Financial/Budgetary Responsibility: No direct responsibility, but supports unit leadership.
• Working Conditions: Central Campus office location; occasional evenings and weekends required during peak operations (e.g., Fall Move-in).
• Physical Requirements: Majority of day working with a computer, frequent phone calls, routinely transports items under 20 pounds.
• Direct Reports: None.
• Salary may vary depending on qualifications, experience, and education.
• This role may have reporting obligations under Title IX and Clery.
• Authorization to work in the U.S. is required; no work visa sponsorship.
• Relocation will not be offered for this role.

Key skills/competency

• Administrative Support
• Calendar Management
• Meeting Coordination
• Confidential Communication
• Financial Administration
• Organizational Skills
• Problem Solving
• Microsoft Office Suite
• Google Workspace
• Stakeholder Relations