Job: Administrative Assistant, International Policy Center (U-M)

• Deadline: July 28, 2021
• Administrative Assistant, International Policy Center
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  How to Apply 

  To apply to this position, please include a cover letter attached as the first page of your resume, addressing your specific interest in the position and outline your skills and experience that directly relate to the position.

• Job Summary 

  The Gerald R. Ford School of Public Policy is seeking a talented individual to provide administrative, event planning, and study abroad support for the International Policy Center (IPC), a Ford School hub for international policy engagement and learning. The administrative assistant will support the work of IPC and its faculty affiliates, as well as our student-facing global engagement activities. The administrative assistant will also provide support for the Weiser Diplomacy Center (WDC), which is co-located with IPC in a single suite. IPC and WDC function as twin centers focused on foreign affairs and share a common director. The individual filling this position will receive functional and administrative supervision from IPC’s Global Engagement Program Manager.

  The Ford School is one of the nation’s foremost policy schools, housed at one of the world’s great public universities. We lead research that illuminates public policy challenges and opportunities, educate future policy leaders and analysts, and work with policymakers to inform and improve local, state, national, and international policies. Our dedication to the public good is grounded in our core values and inseparable from our commitment to diversity, equity, and inclusion.

  To learn more about the Ford School, read About Us.

  Please note: This is a part-time 60% effort (25 hours per week) position. The schedule is 5 hours per day Monday-Friday, with occasional early evenings and/or weekends to cover events and conferences and the possibility to request a flexible work arrangement after sustained successful performance. The administrative assistant may request unpaid summer leave for a period of up to seven weeks between mid-June and early August.

  Responsibilities* 

  Administrative Support:

  • Provide administrative support for IPC’s day-to-day operations. Duties include answering calls and email inquiries, handling mail, photocopying, faxing, routing materials, ordering and monitoring supplies and expenditures; processing transactions, including travel and hosting expense reports and credit card reconciliations; tracking documents and calendars; drafting correspondence for University of Michigan faculty, conference participants and researchers; maintaining and archiving files; and coordinating travel and hosting arrangements for faculty and academic visitors.
  • In consultation with the IPC Director and Global Engagement Program Manager, assist with monitoring monthly expenses; consult with the Business Office on appropriate procurement, reimbursement and reconciliation procedures for a variety of payments (student trips, small faculty research grants, faculty foreign travel expense reports).
  • Create, maintain and update spreadsheets and databases, draft invites for distinguished speakers, cultivate and maintain relationships with offices of these speakers and assist in securing the speakers, and supervising work-study students. 
  • Assist the IPC Director and Global Engagement Program Manager in planning new initiatives and projects and conducting marketing and outreach.
  • Assist with WDC activities as needed and perform other duties as assigned.

  Events Coordination/Outreach & Study Abroad Support:

  • Plan and manage IPC’s major events and conferences and assist with WDC events. Prepare budgets and conference materials, locate and reserve meeting space, negotiate and confirm vendors, coordinate with facilities and IT staff, process reimbursements, provide final accounting, etc.
  • Provide hands-on event support and overall coordination of event logistics, including invitations, RSVPs and registrations, room reservations, travel and lodging arrangements, agendas, meeting materials and packets, promotional materials, meals and refreshments, audio/visual solution coordination, and expense reimbursements. 
  • Serve as travel administrator for Ford School study abroad courses (e.g., coordinate group travel arrangements and group visa applications as appropriate).
  • Contribute writing/editing to IPC outreach materials, including newsletters and web pages, as necessary.

  
  

  Required Qualifications* 

  • An associate’s degree and at least two years of related administrative and event management experience or the equivalent combination of education and experience that will enable the performance of all aspects of this position.  
  • The ability to work independently with a high degree of self-initiative to complete tasks under minimal direct supervision from the center director.
  • Excellent verbal and written communication skills; including the ability and commitment to working with a diverse community of students, faculty, staff and visitors of the Ford School and the University of Michigan.
  • Strong computing skills, including proficiency with Microsoft Word, Excel, PowerPoint, and Google Suite products, as well as the ability to learn new software applications quickly.
  • Ability to manage a large and diverse workload with attention to detail and the ability to meet deadlines in a timely manner.
  • Capacity to exercise initiative, independent judgment, diplomacy, and confidentiality with a positive service-oriented attitude.
  • Excellent organizational and interpersonal skills including the ability to work cooperatively with students, staff, and faculty at the Ford School and throughout the University of Michigan.

  
  

  Desired Qualifications* 

  • A Bachelor’s degree. 
  • Experience or demonstrated interest in international public policy and/or study abroad.
  • Prior experience providing administrative and event management support within a higher education setting.
  • Proficiency with University of Michigan information technology enterprise systems such as Concur Travel & Expense, Canvas, Box and M-Compass. 
  • Knowledge of University of Michigan rules and regulations for business operations and sponsored projects. 
  • Experience with website design and maintenance.

  
  

  U-M EEO/AA Statement 

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