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Office Coordinator

Company: University Of Michigan
Location: Ann Arbor
Posted on: June 6, 2021

Job Description:

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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 your skills, qualifications and experience that directly relate to this position.

Job Summary

The Department of Political Science is one of the top tier political science departments in the world with a diverse intellectual community dedicated to excellence through research and teaching. The Office Coordinator is responsible for providing outstanding customer service and support within a community-based, student-focused environment. Duties may include independent administrative support, including working with matters of a highly sensitive and confidential nature, along with other administrative staff members. The Office Coordinator serves as the first point of contact within the department. A professional with strong interpersonal skills, in addition to outstanding organizational and critical thinking skills. This position is integral to the success of many department activities, and supports a wide variety of processes across the department.

Mission Statement

The mission of the University of Michigan is to serve the people of Michigan and the world through preeminence in creating, communicating, preserving and applying knowledge, art, and academic values, and in developing leaders and citizens who will challenge the present and enrich the future.

Responsibilities*

The Office Coordinator's primary responsibilities are to support all aspects of the front office and facilities responsibilities of the department, which include but are not limited to:

Front Desk Operations: Provide front-line office support with walk-ins/visitors, general triage, answering phones, and responding to inquiries. Manage, hire, and train student support staff to ensure optimal front desk coverage. Works as part of a highly collaborative staff and, as such, plays a significant role in our department's diversity, equity, and inclusion efforts - in particular by ensuring front office practices provide equitable access to department resources and are inclusive of all department constituents. Maintain all office common areas which includes the front-office, office kitchen, and other commonly used spaces.

General Office Support: Assist with the development and implementation of office policies and procedures. Responsible for supplies inventory and purchasing, in addition to mail distribution. Serves as liaison to LSA-IT and Xerox contacts to ensure functionality of department copier, printer, fax, and scanning equipment. Maintains department computer inventory and coordinates with LSA-IT on computer upgrade and replacement requests.

Coordinates efforts to digitize paper records and improve or maintain the organization of shared drive spaces to ensure the most efficient use of physical and virtual storage spaces in the department. Represents the Department of Political Science by regularly attending the LSA All-Staff Forum, LCAP (LSA Collaborative Administrative Professionals) meetings, and other LSA and University forums to stay abreast of administrative policies and best-practices. Assists with special projects and provides back up support to departmental staff as needed.

Facilities: Manage facility repair, and serves as the department liaison to LSA Facilities to coordinate and track on maintenance and renovation requests. Coordinates office moves for faculty, graduate students, and staff. Oversees distribution of keys and manages keyless access to the building via CCURE. Maintains accurate office and key assignment records. Orients new department employees and faculty on departmental and general office administration practices. With the Chief Administrator, conducts the annual space survey. Serves on the Building Incident Response Team (BIRT) and helps communicate emergency procedures to the department.

HR/Academic Affairs: The ability to support the Executive Assistant in tracking annual and major review and appointment processes for LEO Lecturers in the department and Michigan in Washington Program. Provides backup support to the Executive Assistant with faculty recruitment, promotion, faculty award submission processes, and leave processes.

Donor Stewardship & Alumni Engagement: Functions as a planning committee member of the department's Advisory Board annual meeting. Supports Executive Assistant in tracking and drafting acknowledgement letters by reviewing weekly gift reports from LSA Advancement. Coordinate ways to collect and maintain data electronically regarding gift funds, and their uses for newsletters and reports to donors and the department. Along with other department staff, supports any alumni engagement activities or special development events.

Diversity, Equity, and Inclusion: Works as part of a highly collaborative staff and, as such, plays a significant role in our department's diversity, equity, and inclusion efforts.

Required Qualifications*

3+ years of progressively responsible administrative experience or equivalent combination of education and experience; excellent communication skills; demonstrated ability to handle highly confidential and sensitive matters or materials; outstanding interpersonal skills with a demonstrated commitment to creating a positive work environment; ability to prioritize multiple projects simultaneously and demonstrated initiative to gather information and resources needed to assure assignments are completed in a thorough and timely manner; demonstrated ability to work both independently and as part of a team; excellent computer skills.

A successful candidate will be interested in and adept at supporting a wide range of department processes and will demonstrate the initiative to suggest, develop and enact improvements to our programs and procedures. This person should be flexible and comfortable with a reasonable level of change that accompanies and enables our department's success.

Desired Qualifications*

5+ years of progressively responsible administrative experience; knowledge of University, College of LSA, and familiarity with LEO policies and procedures; experience with, event planning, donor and alumni engagement, and/or facilities coordination; advanced knowledge of administrative software.

Additional Information

The salary range is $43,000-$53,000, please note that a higher salary may be offered based on equity and the selected candidate's experience.

The College of Literature, Science, and the Arts 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 LSA.

To learn more about diversity, equity, and inclusion visit https://lsa.umich.edu/lsa/dei.html

Keywords: University Of Michigan, Ann Arbor , Office Coordinator, Other , Ann Arbor, Michigan

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