Administrative Assistant, HIGH Program

Wayne State University is searching for an experienced Administrative Assistant, HIGH Program at its Detroit campus location.

Wayne State is a premier, public, urban research university located in the heart of Detroit, Michigan where students from all backgrounds are offered a rich, high-quality education. Our deep-rooted commitment to excellence, collaboration, integrity, diversity and inclusion creates exceptional educational opportunities which prepare students for success in a global society.

Essential functions (job duties):

Job Purpose

Provide administrative assistance to the HIGH (Helping Individuals Go Higher) Program and its founding director. Support, develop and implement program elements for the benefit of Wayne State University students needing assistance. Ensure that the day-to-day related operations are run both smoothly and efficiently.

Essential Functions

(Essential functions are the primary duties/major job responsibilities that an employee must be able to perform, with or without reasonable accommodation. The essential functions are listed in order of importance.)

Manage the day-to-day office functions including coordinating personnel actions and developing policies, procedures and business processes to improve overall operational performance. Assist in the establishment of training and orientation programs. 30%

Provide complex calendar management, exercising discretion and judgment to analyze and appropriately prioritize complicated and challenging schedules; respond to frequent changes in schedules; set priorities. Prepare itineraries, agenda packets and travel arrangements. Create and maintain travel folders from start to finish of event. 20%

Prepare memos, letters, meeting agendas, summary notes, reports, spreadsheets, charts, and presentations. Handle highly sensitive and confidential information. 25%

Coordinate and organize meetings and other events. Ensure that meetings and other events have appropriate locations, supplies, audio-visual equipment, and other needs met. Order supplies as needed for events, meetings, and day-to-day work. Coordinate and organize meetings and other events. Ensure that meetings and other events have appropriate locations, supplies, audio-visual equipment, and other needs met. Order supplies as needed for events, meetings, and day-to-day work. 10%

Track and help drive completion of key deliverables and follow up on outstanding items. Special project work as specified. Provide detailed reports and handle highly sensitive and confidential information. 10%

Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks, participating in professional organizations. Other duties as assigned. 5%

WORK CONTEXT

This following characterizes the position scope.

Job Reports to: Director

Leadership Accountability: Implements operating plans

Supervisory Accountability: None

Organizational Accountability: None

Financial Accountability: Monitors expenditures

Customer Accountability: Interfaces with officials and executives

Freedom to Act: Interfaces with officials and executives

Unique duties:

Qualifications:

MINIMUM QUALIFICATIONS

Education   Bachelor's Degree in Business Administration or equivalent combination of education and experience. 

Experience   Experienced (minimum 2 years of job-related experience)

·         Minimum 2 years related experience, including demonstrated ability to provide administrative support at the executive level and experience in program coordination or office management roles

Knowledge, Skills and Abilities

·         Strong interpersonal skills and proven ability to build collaborative relationships.

·         Effective written and verbal communication skills.

·         Ability to exercise initiative, diplomacy, discretion and confidentiality with a positive, service-oriented attitude.

·         Excellent organization skills with the ability to organize and coordinate a dynamic workload and complete multiple tasks within established and changing deadlines.  

·         Ability to think proactively and prioritize work.  

·         Ability to exercise judgement with incomplete information.

·         High-level computer skill proficiency and demonstrated ability to advance technical skills.  

·         Extensive proficiency with Microsoft Office Suite, Word and Excel. 

·         Ability to create presentations with Power Point or equivalent software.  

·         Strong presentation skills are preferred. Comfort with and ability to adapt in a changing environment.

·         Leadership skills with the ability to provide day-to-day leadership to interns and volunteers.

Preferred qualifications:

School/College/Division:

Generic Division

Primary department:

H2003

Employment type:

• Regular Employee
• Job type: Fractional Time
• Job category: Staff/Administrative

Funding/salary information:

• Compensation type: Annual Salary
• Hourly rate:
• Salary minimum:
• Salary hire maximum:

Working conditions:

Flexibility to work evenings and weekends.

Job openings:

• Number of openings: 1
• Reposted position: Yes
• Reposted reason: Supercedes Previous Requisition
• Prior posting/requisition number: req3261

Background check requirements:

University policy requires certain persons who are offered employment to undergo a background check, including a criminal history check, before starting work. If you are offered employment, the university will inform you if a background check is required.