Administrative Assistant - Deans Office

Wayne State University is searching for an experienced Administrative Assistant - Deans Office, Pharmacy & Health Sciences 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 Job Functions

• Provide assistance to administrative and/or academic head in the planning development and administration of operating budget. Reconcile various detailed general, restricted and designated fund accounts and monitor status of revenues and expenditures. Prepare related statistical reports, analyses and summaries on budget activities.

• Coordinate and participate in the preparation and processing of non-academic and academic personnel and payroll actions; establish and monitor related recordkeeping system; interpret and apply internal operating procedures, University policies and contractual agreements accordingly. Identify and resolve processing problems to ensure personnel matters are affected in a timely manner. May possess signatory authority on selected forms and documents.

• May supervise very small (1-2) part-time temporary student, college work study and technician support staff. Interview and recommend employment of, discipline and evaluation of full-time and temporary support staff. Plan and assign work activities; train in appropriate office methods and procedures and monitor workflow and staffing levels.

• Coordinate use of facilities, services and equipment which includes space leasing, subcontracting arrangements as well as initiating requests for services such as building or equipment maintenance, and printing/duplicating services, etc. Interface with appropriate University personnel to obtain and exchange information.

• Participate in and coordinate the preparation and completion of special projects and studies; collect and gather statistical data for reporting purposes. Prepare reports which include conclusions and recommendations for solution to administrative problems.

• Serve as an information source to faculty, staff, students and the general public; answer questions, provide information and resolve routine problems regarding operations and services. May represent department and/or supervisor to other University areas and outside professional groups and organizations in order to obtain and exchange information.

• May maintain calendar, schedule appointments, make arrangements for meeting and conferences, and complex travel arrangements. May perform complex typing duties and process complex documentation with the use of appropriate software.

• Perform related work as assigned.

Qualifications

• Graduation from an accredited college or university or an equivalent combination of education and/or experience preferred.

• Some knowledge of and experience with University academic and/or non-academic personnel processing procedures and practices.

• Some knowledge of accounting principles and bookkeeping procedures and applications.

• Ability to communicate effectively with others.

• Ability to work under pressure and meet established deadlines.

• Some supervisory experience preferred.

• May be required to operate advanced office equipment, including software necessary for desktop publishing complex spreadsheet design and complex graphics.

• Typically, employees assigned to this classification may held a lower clerical and/or secretarial position.

Preferred Qualifications

Working Conditions

This position must be filled pursuant to the provisions of a collective bargaining agreement, and as such may be filled by a qualified bargaining unit member, should one apply. This position requires to be present in the office four days a week from 8:30am – 5:00pm.

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.

Equal Employment Opportunity Statement

Wayne State University provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. The university encourages applications from women, people of color and other underrepresented people. Wayne State is an affirmative action/equal opportunity employer.