Front Desk Coordinator

Front Desk Coordinator

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Summary

You will report to the Administrative Services Manager and provide administrative support to the Office of the Provost serving as the first point of contact for the office. The front desk coordinator answers the main phone line, greeting and receiving visitors, processing deliveries, and maintaining the general office and kitchen supplies. As a member of the Provost's Office team, you will also provide backup clerical support. You will be in person 5 days/week on the Ann Arbor campus.

Link to full job description (https://drive.google.com/file/d/1I94MkeHhPaSkeash8mDAeVy2L2tl61TO/view?usp=drive_link)

Why Work at 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

Responsibilities *

General Office Support - 40% Be first point of contact for the office, welcoming visitors and triaging phone calls and emails.

Help troubleshoot office equipment, maintain office supplies, and keep electronic files.

Serve on multiple building-wide committees (Kitchenette, Office Supply, Green Team, BIRT Team).

Promote communication between the Provost's Office and the Ruthven facilities team and support upkeep of the office suite, kitchenette, appliances, and shared conference rooms.

Maintain directories, email groups, and department contact lists for internal and external use.

Event Support - 20%

Support the organization and coordination of multiple office and department meetings.

This includes reserving conference rooms, ordering catering, and facilitating set-up and breakdown.

Organize catering for regularly occurring meetings (6+1, APG, PFAC). Maintain different forms of payment, filing receipts, and reconciling these charges in their respective ways.

Provide additional support, as requested, for special office meetings, executive searches, and other department and university events.

Project Coordination - 20%

Manage multiple projects inside the office and across campus such as the Provost Office Faculty Retention Suite at Michigan Stadium (i.e. building guest lists, providing guest and host support for each game).

Manage the Provost's season tickets for various U-M sports; complex scheduling for executive and office searches.

Coordinate annual organizational chart update for all schools, colleges, and other reporting units on campus.

Ensure that the required changes are submitted to the Audits department and published on the university's SPG website.

Oversee the annual review of executive committee appointments and off-cycle executive committee appointment changes for regental approval, while working with partners to ensure that deadlines are met.

Executive Support - 10%

Facilitate the arrival and departure of guests as part of the Provost's daily meetings, and help to keep the Provost's meetings on-time.

With the Provost's Executive Assistant, prepare both the physical and electronic materials for the Provost including calendar, Dropbox, weekly folders, expense and travel records).

Help manage these materials within the provost office filing system and support the transition of the provost office electronic and paper files to the Bentley Historical Library.

Reconcile the Provost's purchasing card and other hosting expenses using the university expense management system.

Special Projects - 10%

Assist the Special Counsel, Executive Assistants, Project Managers and others with items such as executive searches, surveys, and scheduling.

Create documents to record the requested information, and also keep a history of the process(es) followed when working on these projects.

Required Qualifications *

High school diploma and 4 + years of experience in an administrative role

Experience working in a fast-paced professional environment

Ability to maintain strict confidentiality

Proficient in working with Microsoft Word, PowerPoint, Excel, and Google, and Canva

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 anytime after the minimum posting period has ended.

U-M EEO/AA Statement

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

Job Detail

Job Opening ID

250533

Working Title

Front Desk Coordinator

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

Ofc Provst Evp Acdaf

Department

Ofc Provost & Exec VP Acad Aff

Posting Begin/End Date

6/18/2024 - 7/01/2024

Salary

$51,000.00 - $59,000.00

Career Interest

Administration

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