Senior Administrative Assistant and Community Engagement Coordinator

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.

Job Summary

The objective of the Senior Administrative Assistant and Community Engagement Coordinator is to provide executive-level confidential administrative support to the Athletic Director's Office while delivering outstanding, cheerful, and positive customer service to all guests and team members who visit the Stephen M. Ross Athletic Campus. This position serves as the first point of contact, welcoming, assisting, and directing all visitors and callers with professionalism and discretion. 

The Senior Administrative Assistant and Community Engagement Coordinator's primary responsibility is to support the daily operations of the Athletic Director's office while also providing confidential support and assistance to the Chief of Staff, Chief Operating Officer, and Human Resources Team. This position reports directly to the Executive Assistant to the Athletic Director.

Responsibilities*

75% Athletic Director's Office Administrative Support

• Provides executive-level, confidential administrative support to the Athletic Director's Office
  exercising independent judgment, discretion, and strong attention to detail in a fast-paced
  environment.
• Assists the Executive Assistant to the Athletic Director with scheduling, meeting preparation,
  meeting logistics, and other administrative functions.
• Maintains confidential files and records while exercising sound judgment and discretion.
• Prepares confidential correspondence, reports, presentations, and other materials as requested.
• Coordinates all aspects of the Athletic Director's pre-football-game reception, including guest
  lists, invitations, RSVP tracking, menu planning, event logistics, room setup, vendor
  coordination, and on-site event support to ensure a successful event.
• Coordinates all aspects of home-game visiting Athletic Directors' football game-day visits and
  related logistics.
• Hosting and assisting the Athletic Director's Office as needed, during game days or events.
• Researches and prepares information and materials for meetings and special projects.
• Produces and reconciles Emburse/PCard expense reports.
• Coordinates all aspects of the Athletic Director's away football game suite hospitality in
  collaboration with the Sport Administrator for Football, Development, and other internal
  stakeholders, as appropriate.
• Performs other duties as assigned by the Executive Assistant to the Director of Athletics.
   

25% Other Administrative Duties

Leadership Team Administrative Support

• Provides supplemental confidential administrative support to members of the Athletic
  Department Leadership Team: Chief of Staff, Chief Operating Officer, and Human Resources
  Team.
• Assists with calendar management, meeting coordination, catering requests, correspondence,
  expense reporting, filing system maintenance, and special projects as assigned.
• Researches and prepares materials for meetings and presentations.
• Human Resources support include managing the Athletics HR email account, providing support
  for employee orientations and other HR-related projects.

Receptionist

• Serves as the first point of contact for visitors and callers to Weidenbach Hall by providing
  superb, friendly, and professional customer service.
• Greets visitors, answers the main Athletic Department and Athletic Director phone line, directs
  inquiries, and responds promptly to messages.
• Schedules and maintains conference room calendars for Weidenbach Hall.
• Prepares Weidenbach Hall administrative offices each business day, hospitality areas, maintains
  conference room readiness, and ensures office supply areas remain organized and stocked.
• Coordinates office supply and UPS orders, sorts and distributes mail and deliveries, and supports
  the efficient operation of the administrative offices.
• Provides supplemental reception and office coverage for the Athletic Director's Office.
• Performs other related administrative duties as assigned.

Community Engagement Coordination

• Serves as the main contact for all Donation Requests, Fan Mail, and Speaking Requests.
• Manage all aspects of fielding, sorting and vetting incoming donation requests through the
  donation request system.
• Manage donation inventory and distribute as appropriate.
   

Required Qualifications*

• Bachelor's degree or an equivalent combination of education and experience.
• Five to seven years of progressively responsible administrative office experience, preferably supporting senior leadership.
• Outstanding customer service orientation with a positive, professional, and welcoming demeanor.
• Demonstrated ability to exercise sound judgment and handle highly sensitive and confidential information with discretion.
• Demonstrated ability to organize, prioritize, and manage multiple assignments while meeting established and changing deadlines; ability to receive direction from multiple people.
• Proven ability to analyze situations, solve problems independently, and determine when issues should be escalated.
• Ability to build positive working relationships and collaborate effectively with individuals at all levels of the organization and with diverse internal and external constituents.
• Proficiency in the Google Suite and Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).
• Excellent verbal and written communication skills with the ability to interact professionally with student-athletes, coaches, administrators, donors, alumni, fans, and campus partners.
• Exceptional organizational skills and attention to detail.
• Ability to quickly learn new software applications, technologies, and administrative processes.
• Demonstrated initiative and willingness to assume responsibility for special projects and additional assignments.
• Commitment to identifying opportunities to improve processes, increase efficiency, and reduce administrative burden through continuous improvement.
• Willingness to work occasional evenings, weekends, and athletic events as business needs require.

Desired Qualifications*

• Experience working in UM recruit systems.
• Experience with M-Pathways, Emburse, and other U-M administrative systems.
• Experience assisting in coordinating meetings and event planning.

Modes of Work

Positions that are eligible for hybrid or mobile/remote work mode are at the discretion of the hiring department. Work agreements are reviewed annually at a minimum and are subject to change at any time, and for any reason, throughout the course of employment. Learn more about the work modes.

Additional Information

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

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 any time after the minimum posting period has ended.

U-M EEO Statement

The University of Michigan is an Equal Opportunity Employer. We are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants, including protected veterans and individuals with disabilities.