Job Summary
We are seeking an Administrative Assistant Senior to join our Enterprise Financial Planning & Analysis (EFP&A) Administrative Services Team. In this role, you will work collaboratively with team members throughout our organization to provide a full range of administrative services for the staff of EFPA. Outstanding initiative, organizational skills, and customer focus with an ability to handle a wide variety of tasks are key characteristics of a successful candidate.

Who We Are
EFP&A is responsible for leading the enterprise-wide budgeting process and is responsible for Business & Finance budget consolidations and data analysis, and manages a number of central allocation models. EFP&A also manages and approves recharge rates for the University of Michigan.

Our team values commitment to excellence, innovation, and proactive problem-solving. We strive to create a supportive environment where each member can contribute meaningfully to the success of our organization. As a Senior Administrative Assistant, you will be at the heart of our operations, ensuring that daily functions run smoothly and efficiently. Your role will be pivotal in enabling our financial planning experts to focus on their core responsibilities, knowing that administrative processes are handled with precision and care.

We collaborate closely with other university units and campuses to develop and analyze budgets and review and approve university recharge rates. We also conduct analysis and prepare presentations for senior leadership, including materials that are shared with the university Board of Regents.

Responsibilities*
Coordinate and manage complex calendars and schedule a broad array of meetings, exercising discretion and judgment as to priorities and effective use of time.
Prepare a comprehensive range of financial reports, presentations, and communications for use by internal (executive, board, senior leadership, and staff) and external stakeholders.
Support projects such as budget book, budget requests, and budget to actual and budget planning meeting presentations (presentation, proofreading, distribution, etc.).
Assist in the development, implementation, and interpretation of routine and emergency unit policies; update emergency procedures as needed; distribute to staff and maintain employee personal emergency information in an Access database with updates each January or as staff roll on and off.
Assist with annual production of budget book as directed by the project lead, resulting in an electronic annual budget book posted to the university website.
Distribute and maintain electronic organization of budget memos.
Distribute Annual Financial CFO Activity; compile documents for distribution to EFP&A team, EVPCFO, VPF, and other staff as requested.
Review and reconcile statements of activity, purchasing cards, employee expense reports, and gross pay registers.
Schedule All Staff meetings, request agenda topics and manage agenda and take minutes during meeting.
Monitor birthdays and anniversaries for all staff and develop celebratory card and distribute via email.
Run monthly reports from BPC, Business Objects, and Access with distribution to several units.
Set up and discontinue Zoom phones as needed.
Meet with new employees and review processes and onboarding checklist/emergency procedures.
Manage bi-weekly and monthly timekeeping for three units within Finance.
Gross pay register (GPR) and Statement of Activity (SOA) monitoring and reconciliation. Ensure accuracy and research and resolve discrepancies.
Use Smartsheet project management tool to track competing priorities and assist financial analysts in achieving deadlines.
Review, distribute, and track Recharge Rate Memos, extensions, and terminations.
Provide administrative support for SAP BPC Replacement project.
Assist with running internal controls reports.
Perform other duties, as assigned.
Required Qualifications*
Associate degree or the equivalent combination of education and experience from which comparable knowledge and abilities can be acquired
Strong working knowledge of PCs and desktop software such as Microsoft Office Suite and Google platform, including Gmail, Docs, and Sheets
Excellent organizational skills with strong attention to detail
Strong proof reading and editing skills
Ability to effectively prioritize a wide range of responsibilities in a dynamic environment and proactively anticipate needs and address concerns
Strong customer service orientation, good judgment and flexibility, and demonstrated ability to handle confidential material with tact and discretion
Experience assisting colleagues or customers with policies, procedures, and technology
Desired Qualifications*
Experience working with complex financial and administrative information systems (via Wolverine Access) and database query tools (e.g., Business Objects)
Familiarity with administrative processes, procedures, and systems at the University of Michigan
Experience in M-Pathways Financial and Human Resource Systems, including Business Objects, FIN, nVision, and M-Reports