Administrative Coordinator/Project Coordinator

How to Apply

A cover letter and resume are required; the cover letter should be Page 1 of your application package . The letter should:

• Specifically outline the reasons for your interest in the position
• Outline your specific skills and experience that directly relate to this position

Starting salary may vary depending on qualifications and experience of the selected candidate.

Job Summary

The Department of Afroamerican and African Studies (DAAS) is seeking an enthusiastic, personable, task-oriented Administrative/Project Coordinator to join our team. We seek a dynamic individual with excellent computer applications ability/knowledge and a desire to grow. Applicants with adaptability, creativity, critical thinking skills, and experience with process improvement are strongly encouraged to apply. As the Administrative/Project Coordinator for DAAS, you will use a variety of project management and communication skills. You will work as a liaison between faculty, students, and administration while maintaining workflow processes and managing activities. DAAS seeks an individual who will deliver exceptional customer service to faculty, collegiate fellows, staff, students, alumni, and visitors. The position is often the first point of contact with the department for prospective and current faculty, collegiate scholars, students, as well as parents, staff from across campus, and beyond. This position reports directly to the Chief Administrator and receives additional guidance in specific areas from other program directors. This is a Main Office, reception position with responsibilities as outlined below. This is a nonexempt position with a Monday-Friday, 8am-5pm work schedule, occasional evening work does occur. This position has a high level of contact with faculty and students, providing faculty instructional and student related support.

Mission Statement

The mission of the University of Michigan is to serve the people of Michigan and the world through preeminence in creating, communicating, preserving and applying knowledge, art, and academic values, and in developing leaders and citizens who will challenge the present and enrich the future.

Responsibilities*

As the Administrative Coordinator/Project Coordinator for DAAS, key responsibilities include but are not limited to the following:

20% / Office Operations and Communication.
Management of common areas. Purchase office and event supplies. Prepare and distribute info packets, DAAS bulletins and newsletters. Sort, distribute, and forward campus and U.S. mail. Assist with providing rigorous internal controls and resource stewardship. When directed, provide office and event purchasing support: office equipment, electronic equipment, books and other instructional supplies purchased with DAAS funds.

20% / Liaise on DAAS website and coordinate the newsletter
Attend training for website maintenance. Provide routine maintenance in terms of revising text, writing text, and creating new pages. Troubleshoot faculty requests, working with Staff and UM tech support to resolve miscellaneous issues.
Edit newsletter, solicit articles, direct layout and work with the Communication Coordinator on design, write articles and coordinate interviews. Maintain an email distribution list and promulgate the newsletter when it is completed.

15% / Support Graduate Certificate Program (GCP) and various components of DAAS' Community Engaged Learning (CEL) Pedagogy.
As GCP coordinator, serve as liaison between DAAS and Rackham Graduate School. Under general supervision of GCP and/or CEL leadership, perform a variety of complex duties to prepare, process, maintain, and provide information regarding student academic records and/or reports. As needed by leadership, implement/execute special projects or activities in support of the GCP and CEL programs. Because of the nature of these programs, be prepared to proactively conduct analysis, prepare reports, prepare project plans and maintain records, make recommendations to GCP/CEL leadership, and ensure regulatory and/or UM compliance for special projects or ongoing programs. In collaboration with stakeholders and other staff members, apply an overall understanding of procedures and systems related to the record function to identify potential problems, initiate complex queries and brief stakeholders on possible corrective courses of action

15% / Collaborate with Gallery Director to ensure all DAAS and Gallery DAAS protocols and procedures are followed.
Serve on the Gallery Committee
Track incoming revenue and monitor/track Gallery finances
Prepare monthly reports and submit to the Gallery Director
Maintain Gallery Space
In consultation with Gallery Director, develop and administer exhibition production schedules that include the following:
Arrange transportation of artwork for each exhibition
Oversee installation/uninstall of exhibits (hiring of preparer)
Oversee production of exhibit catalogs (Liaise with curator, copy editor, printer)
Oversee exhibition programming including opening reception and artist talks
Manage logistical arrangements for artist residences: Arrange travel (air & ground) and accommodations. Maintain schedule of artist activities during residence
Plan opening reception to include vendor hiring, set up and clean up. Assist in hire and supervision of any Gallery temporary employees

10% / Provide Du Bois-Mandela-Rodney Postdoctoral Fellowship, and SAIO Grant & Fellowship Program support.
Update website. Troubleshoot emails and calls from applicants and from reference letter writers. Process/organize applications for research grant and fellowship review. Schedule and attend fellowship committee meetings and maintain a record of the review process. Subsequent to Committee decision, write/mail letters of acceptance and denials. Liaise between Committee, applicants, and Chief Administrator creating archival/knowledge retention reports.

10% / Provide Visiting Scholar, Event Support, Event Back-up and Staff Support.
When directed, initiate visitor travel arrangements and P-Card purchase of event supplies. Assist with visitor travel arrangements, assist with some travel reimbursements, travel/hosting forms, and other miscellaneous transactions as needed. Assemble P-Card documents for reconciliation and maintain pertinent files. Assist in implementation of financial best practices (timely processing of all transactions and prepare documents for reconciliation). Schedule Lemuel Johnson Center and conference room and assist in Event preparation acting as back-up for non-curricular room scheduling. As needed, assist with travel arrangements for the study abroad program.

5% / Facilitate Appointments.
Greet everyone and assist visitors, faculty, and students. Answer department phones, route/direct callers, and/or take messages as needed. Assist with all aspects of correspondence. Notify applicable department staff/faculty of visitor arrival. Facilitate Faculty, Staff, and Advisor meeting appointments.

5% / Facilities Liaison.
Initiate Maintenance requests as needed and track maintenance and other building services to satisfactory completion. Assist with coordination and tracking of office assignments and keys. Observe, record, and track DAAS space issues for resolution. Generate forms for turn-in of surplus equipment to Property Disposition, coordinating pickup and drop-off as needed. Collaborate with DAAS' Chief Administrator to ascertain and prioritize equipment and space refurbishment projects. Coordinate with Chief Administrator to complete annual space survey.

Selected candidate in this role will be expected to demonstrate but are in no way limited to the following organization competencies for success:

BUILDING RELATIONSHIPS - Demonstrated ability to develop and maintain positive and cooperative relationships, inside and outside of workgroup, interacting in a friendly, open, honest, and accepting manner, maintaining a level of confidentiality as appropriate.

CREATIVE PROBLEM SOLVING - Demonstrated ability to anticipate and solve simple problems, seeking help from others when required e.g. colleagues and management. Recognize and report when a problem needs to be addressed with additional resources. As needed, take action and/or make constructive recommendation when opportunities for improvement are identified. Make changes in own work methods or systems to improve performance (e.g. faster, lower cost; improve quality, customer satisfaction, revenues).

FLEXIBILITY / ADAPTABILITY TO CHANGE - We are a dynamic, evolving organization. Interested candidates should understand and accept the need for change, cooperating in implementation, and constructively voicing concerns and proposing alternative options when it may exist.

Required Qualifications*

• Applicant must possess an Associate Degree (or equivalent education/experience) or higher in appropriate discipline with at least two to four years of experience as a project coordinator in an academic setting.
• Applicant must be proactive and possess excellent written, verbal and interpersonal communication skills with the ability to work effectively and collaboratively with a diverse group of faculty and students in an academic environment.
• Excellent computer skills: skilled in Google and MS Office suites and some web experience.
• Applicant must possess strong organizational skills with the ability to work independently and as part of a team. Applicant must possess the ability to display sound judgment while operating in a fast-paced environment.
• Applicant must have some knowledge of Gallery exhibition(s) and curating.

Desired Qualifications*

• Bachelor's Degree or higher is preferred
• Experience in event and project organization and execution
• Experience in composing advertisements, web pages, newsletters, and/or other publicity

Work Locations

Occasional evening work is required.

This is an in-person Main Office, reception position with responsibilities as outlined above. The position would be eligible for transition to hybrid status upon successful attainment/demonstration of the competencies noted above.

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 salary range for this position is $50,000 to $56,000, please note a higher salary may be offered based on equity and the selected candidate's experience.

As one of the world's great liberal arts colleges, LSA pushes the boundaries of what is understood about the human experience and the natural world, and we foster the next generation of rigorous and empathetic thinkers, creators, and contributors to the state of Michigan, the nation, and the world.

To learn more about diversity, equity, and inclusion in LSA, please visit- lsa.umich.edu/lsa/dei .

To learn more about LSA's Mission, Vision and Values, please visit- lsa.umich.edu/strategicvision .

The Administrative Coordinator / Project Coordinator hires and supervises 3 to 6 part-time, student Entrance Monitors to facilitate visitor access to exhibitions.

Background Screening

The University of Michigan conducts background checks on all job candidates upon acceptance of a contingent offer and may use a third party administrator to conduct background checks. Background checks are performed in compliance with the Fair Credit Reporting Act.

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.

Job Detail

Job Opening ID

253141

Working Title

Administrative Coordinator/Project Coordinator

Job Title

Admin Coord/Project Coord

Work Location

Ann Arbor Campus

Ann Arbor, MI

Modes of Work

Onsite

Full/Part Time

Full-Time

Regular/Temporary

Regular

FLSA Status

Nonexempt

Organizational Group

College Of Lsa

Department

LSA DAAS

Posting Begin/End Date

8/15/2024 - 8/29/2024

Salary

$50,000.00 - $56,000.00

Career Interest

Administration