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