University of Michigan
Administrative Specialist
Apply Now
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
Reporting to the Assistant Vice President and Staff Ombuds, the Administrative Specialist will provide administrative assistance to office leadership and staff, manage sensitive information to ensure privacy in all interactions, contribute to process improvements, and foster a positive, service-oriented atmosphere by exemplifying integrity and a proactive problem-solving, service-focused attitude.
Who We Are
The University of Michigan is seeking an experienced Administrative Specialist to join the Office of the Staff Ombuds. Serving non-bargained staff across the Ann Arbor, Dearborn, Flint, and Michigan Medicine campuses, this office provides a confidential, independent, informal, and impartial space for staff to discuss workplace concerns. With a strong commitment to privacy, the office promotes a respectful and welcoming environment.
Responsibilities *
Administrative Support for Assistant Vice President/Staff Ombuds (45%)
Manage administrative processes supporting daily departmental operations
Manage calendar oversight, travel arrangements, expense reconciliation, meeting agendas, draft correspondence and various documents, and phone coverage
Represent the Staff Ombuds office on various committees and participate in university and division-wide initiatives
Proactively anticipate and plan for projects that impact the AVP/Staff Ombuds schedule and priorities
Exercise independent judgment in business operations, and ensure preparedness for meetings and events
Customer Relations and Office Administration (30%)
Serve as first point of contact and respond to confidential and complex customer inquiries with tact and impartiality
Support process improvement initiatives to enhance office efficiency
Track and reconcile P-Card expenses using Concur; process HR transactions in compliance with university policies
Administer and track the department's budget
Serve as the main office contact for facility and equipment needs, working with building management and U-M departments
Prepare and process staff appointments and maintain HR related records
Perform other duties as assigned
Project Management and Event Coordination (25%)
Oversee marketing initiatives, outreach, and communications for Ann Arbor and Michigan Medicine campuses
Manage data collection, generate reports, and facilitate the distribution of trend analyses
Coordinate advisory committee group from central campus and Michigan Medicine to identify gaps in ombuds services
Develop presentations (PowerPoint) to deliver to audiences across the enterprise
Maintain office processes and update website content
Lead special projects and focus groups, including the organization of ombuds conferences, workshops, and symposiums
Required Qualifications *
Bachelor's degree (advanced degree preferred)
Minimum of five years relevant administrative experience
Demonstrated understanding of diverse cultures and perspectives
Excellence in both formal and interpersonal communication
Ability to handle sensitive and confidential matters with discretion, initiative, independent judgement, and diplomacy
Proven track record of integrity and proactive problem-solving skills
Exceptional ability to remain calm in stressful and sensitive situations
Willingness to collaborate with campus resources and actively engage in professional associations
Desired Qualifications *
Experience working at a large academic research university
Knowledge of U-M policies and procedures
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 thework modes (https://hr.umich.edu/working-u-m/my-employment/ways-we-work-resource-center/ways-we-work-implementation-group/modes-work) .
Additional Information
Occasional travel throughout campus and buildings for meetings and information gathering is expected.
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 Statement
The University of Michigan is an equal employment opportunity employer.
Job Detail
Job Opening ID
272383
Working Title
Administrative Specialist
Job Title
Administrative Specialist
Work Location
Ann Arbor Campus
Ann Arbor, MI
Modes of Work
Hybrid
Full/Part Time
Full-Time
Regular/Temporary
Regular
FLSA Status
Exempt
Organizational Group
Exe Vp Chf Fin Off
Department
Office of Executive VP & CFO
Posting Begin/End Date
12/24/2025 - 1/10/2026
Salary
$75,000.00 - $90,000.00
Career Interest
Administration
Apply Now
Apply Now
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
Reporting to the Assistant Vice President and Staff Ombuds, the Administrative Specialist will provide administrative assistance to office leadership and staff, manage sensitive information to ensure privacy in all interactions, contribute to process improvements, and foster a positive, service-oriented atmosphere by exemplifying integrity and a proactive problem-solving, service-focused attitude.
Who We Are
The University of Michigan is seeking an experienced Administrative Specialist to join the Office of the Staff Ombuds. Serving non-bargained staff across the Ann Arbor, Dearborn, Flint, and Michigan Medicine campuses, this office provides a confidential, independent, informal, and impartial space for staff to discuss workplace concerns. With a strong commitment to privacy, the office promotes a respectful and welcoming environment.
Responsibilities *
Administrative Support for Assistant Vice President/Staff Ombuds (45%)
Manage administrative processes supporting daily departmental operations
Manage calendar oversight, travel arrangements, expense reconciliation, meeting agendas, draft correspondence and various documents, and phone coverage
Represent the Staff Ombuds office on various committees and participate in university and division-wide initiatives
Proactively anticipate and plan for projects that impact the AVP/Staff Ombuds schedule and priorities
Exercise independent judgment in business operations, and ensure preparedness for meetings and events
Customer Relations and Office Administration (30%)
Serve as first point of contact and respond to confidential and complex customer inquiries with tact and impartiality
Support process improvement initiatives to enhance office efficiency
Track and reconcile P-Card expenses using Concur; process HR transactions in compliance with university policies
Administer and track the department's budget
Serve as the main office contact for facility and equipment needs, working with building management and U-M departments
Prepare and process staff appointments and maintain HR related records
Perform other duties as assigned
Project Management and Event Coordination (25%)
Oversee marketing initiatives, outreach, and communications for Ann Arbor and Michigan Medicine campuses
Manage data collection, generate reports, and facilitate the distribution of trend analyses
Coordinate advisory committee group from central campus and Michigan Medicine to identify gaps in ombuds services
Develop presentations (PowerPoint) to deliver to audiences across the enterprise
Maintain office processes and update website content
Lead special projects and focus groups, including the organization of ombuds conferences, workshops, and symposiums
Required Qualifications *
Bachelor's degree (advanced degree preferred)
Minimum of five years relevant administrative experience
Demonstrated understanding of diverse cultures and perspectives
Excellence in both formal and interpersonal communication
Ability to handle sensitive and confidential matters with discretion, initiative, independent judgement, and diplomacy
Proven track record of integrity and proactive problem-solving skills
Exceptional ability to remain calm in stressful and sensitive situations
Willingness to collaborate with campus resources and actively engage in professional associations
Desired Qualifications *
Experience working at a large academic research university
Knowledge of U-M policies and procedures
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 thework modes (https://hr.umich.edu/working-u-m/my-employment/ways-we-work-resource-center/ways-we-work-implementation-group/modes-work) .
Additional Information
Occasional travel throughout campus and buildings for meetings and information gathering is expected.
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 Statement
The University of Michigan is an equal employment opportunity employer.
Job Detail
Job Opening ID
272383
Working Title
Administrative Specialist
Job Title
Administrative Specialist
Work Location
Ann Arbor Campus
Ann Arbor, MI
Modes of Work
Hybrid
Full/Part Time
Full-Time
Regular/Temporary
Regular
FLSA Status
Exempt
Organizational Group
Exe Vp Chf Fin Off
Department
Office of Executive VP & CFO
Posting Begin/End Date
12/24/2025 - 1/10/2026
Salary
$75,000.00 - $90,000.00
Career Interest
Administration
Apply Now