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 University of Michigan Arts Initiative seeks to illuminate and expand human connections, inspire collaborative creativity, and build a more just and equitable world through the arts. The Administrative Assistant for Operations is a 50% position with a regular schedule of 20 hours per week, and reports to the Associate Managing Director of the Arts Initiative.
This position is based in Ann Arbor, MI and will be hybrid in nature working both remotely and on site, which may require some evenings and weekends for events.
Responsibilities*
Reporting Compliance (50%)
- Develop timeline tracking systems for funded award conclusions and report deadlines
- Maintain internal calendar of funding cycle deadlines
- Communicate with awardees regarding report structures and timeline reminders
- Send periodic requests for funded awardee events and publicity materials
- Track final reports and ensure timely submissions
- Monitor quality of images and files submitted
- Develop systems for organizing reports for use by other staff
- Check-in with grantees for updates and provide support as needed
Expense Reconciliation (15%)
- Track grants by unit
- Assist Associate Director with monthly summaries of expenditures
Mailing Lists and Newsletter Assistance (15%)
- Maintain the mailing list on Mailchimp
- Manage addition of new subscribers
- Develop and maintain systems for list segmentation
- Assist with mail merges and creation of csv files from lists
- Assist communications staff with set up of Mailchimp messages
Calendar Maintenance (15%)
- Add partner units events to the internal staff calendar
- Submit unit and partner events to Happening@Michigan
Other (5%)
- Assist with various additional tasks to support the Arts Initiative when needed, such as special events
Required Qualifications*
- Minimum of one year's experience in an office, preferably in a higher education academic setting.
- Experience in data entry and record-keeping.
- Demonstrated ability to pay strict attention to detail and exercise discretion in handling confidential information.
- Must be well organized and able to meet deadlines.
- Experience working with a supervisor and in a team environment and the ability to work autonomously.
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
The work requirements allow both onsite and offsite work and an employee has an expected recurring onsite presence when other staff are present on Wednesdays and Thursdays. On occasion, the employee may be required and must be available to work onsite more frequently if necessitated by unit leadership or their designee and/or the job requirements.
This position is a 3-year term limited position.
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.
