Job Summary

The Office of New Student Programs (ONSP) is looking for an administrative coordinator to manage a blend of responsibilities that combine student affairs program logistics support and administrative/financial responsibilities for the department.

Exercising a high level of initiative, organizational skills, and customer service with an ability to handle a wide variety of diverse tasks with accuracy are key characteristics of a successful candidate. This position reports to an Assistant Director in ONSP, receives additional supervision from the Director of ONSP, and will work closely with all unit program managers and HR/Budget personnel in the Office of Enrollment Management (OEM).

The Office of Enrollment Management requires a hybrid work arrangement of minimally three days on-site and two remote days. Thursdays are required as an on-site work day for all. Primary work schedule is M-F, 8am to 5pm however, the position may require work during early mornings, evenings, nights and/or weekends

Who We Are

The University of Michigan is a premier public research university with more than 52,850 students including 34,454 undergraduates, with a strong commitment to academic excellence, diversity, equity, inclusion and affordability. U-M is in high demand with a record 105,142 undergraduate first-year and transfer applicants in fall 2024 and 8,850 incoming undergraduate students enrolling.

Reporting to the Provost and Executive Vice President for Academic Affairs, the Office of Enrollment Management (OEM) manages U-M's enrollment function to efficiently optimize students' experiences throughout their engagement, from prospect to alumni. The division collaborates with campus partners, faculty, and staff, in support of the university's mission and commitment to academic quality, accessibility, diversity, equity, and inclusion.

OEM comprises a dedicated team of more than 200 full-time staff members, and up to 400 additional student and temporary staff and is structured in five operational units - the Office of Undergraduate Admissions, the Office of Financial Aid, the Office of New Student Programs, the Office of the Registrar, and OEM Administration. OEM strives to provide excellence in access and support to diverse and inspiring learners who will challenge the present and enrich the future.

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*

40% ONSP Program Support

Assists and supports logistic efforts for programming across ONSP, including Orientation, Mentorship, Transfer Connections, and Veteran and Military Services programs.
Provide project management support for ONSP programs as assigned.
In collaboration with other ONSP professional staff, serve as on-site supervision for programs and events as needed.
Coordinate event details such as venue booking, supply acquisition, and catering communications as required.
Work with third party vendors and providers in the facilitation of event support including establishing reservations and processing payment.
Oversee student staff hosting process, providing support and ensuring accuracy in procedure and reconciliation.

20% Financial support, reconciliation, and procurement

Assist with administrative items including budget management, reimbursement processing, journal entries, and other duties as needed.
Process all purchase orders, vouchers and invoices received. Partner with Budget Analyst/Associate Director in the Office of Enrollment Management as necessary.
Reconciles and distributes Statements of Activity.
Assists with managing gift accounts, scholarship awarding and correspondence with the Office of Financial Aid as necessary.
Prepares, reviews, and reconciles travel and expense reports for ONSP Director.

15% Office Management and Administrative Support

Provides administrative support to ONSP Director and full-time staff members. Assist with the Director's calendar and schedule meetings as requested.
Maintains office/computer equipment and resolves maintenance issues.
Oversees office management duties including monitoring inventory levels of supplies, placing orders in a timely manner, and maintaining an organized and efficient office environment including local off-site storage.
Manages access control to the Student Activities Building (SAB) for ONSP purposes, regularly updating door codes and monitoring building entry.
Coordinates office maintenance by submitting requests to facilities for work to maintain a professional and functional workspace.

15% Human Resources Support

In collaboration with the OEM HR team, manage the hiring process for a large volume of temporary and student employees who assist in various programmatic efforts.
Assist with new employee onboarding - reviews Form I-9, arranges for computer equipment setup, and requests appropriate access.
Assists with temporary and student employee offboarding, processes temporary employee termination transactions and requests access removal.
Process People Pay and HR PAR transactions with Director/OEM HR approval.
Monitor payroll and assist regular, temporary, and student staff with time reporting within the unit.
Maintain static groups, reviews/approves time reports and investigates reporting errors.
Confirm and apply work-study funds for eligible student hires each semester.

10% Committee engagement and other duties

Participate on assigned committees within the Office of Enrollment Management.
Other duties as assigned.

Required Qualifications*

Bachelor's degree or equivalent combination of education and experience.
Experience working with partners from various departments in an organization.
Demonstrated ability to work as an effective member of an office team, interacting professionally with a diverse group of students, faculty, and staff.
Ability to prioritize and organize a diverse workload with strong attention to detail.
Ability to meet deadlines in a timely manner while demonstrating flexibility when priorities and deadlines change.
Demonstrated experience with the administration and delivery of events.
Proven proficiency with Microsoft Office products and the Google Suite, with a strong interest and aptitude for learning new computer applications
Proven proficiency with managing electronic calendars, and ability to schedule and operate video conferencing tools including Zoom.
Proficiency troubleshooting and operating common office equipment.
Demonstrated commitment to diversity, equity, inclusion, and social justice is expected.

Desired Qualifications*

Previous experience working in an academic environment, preferably in student services
Working knowledge of Oracle/PeopleSoft financial, student, and HR systems.

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.

U-M EEO/AA Statement

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