Job Description

Wayne State University is searching for an experienced Administrative Assistant, DEED (Division of Entrepreneurship and Economic Development) at its Detroit campus location.

Wayne State is a premier, public, urban research university located in the heart of Detroit, Michigan. 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:

The Administrative Assistant supports the Corporate Engagement and Regional Competitiveness Teams within the Division of Entrepreneurship and Economic Development. This role manages projects on behalf of the Assistant Vice President of Corporate Engagement and the Assistant Vice President of Regional Competitiveness, provides administrative support, and facilitates a professional and efficient experience for internal and external stakeholders. This role executes administrative tasks associated with scheduling and calendar management, travel, purchasing, assignment tracking, meeting preparation and logistics, organization, and compilation of information for reports and presentations, and special projects as needed. Provides the highest level of professional customer service to internal and external contacts.

Reports to the Assistant Vice President of Corporate Engagement and the Assistant Vice President of Regional Competitiveness.

Organize, monitor, and expedite routine office management duties, including coordinating service requests, purchasing, managing office supplies, greeting visitors, answering phones, and directing calls and taking messages, as necessary. Interface with other university units to obtain necessary information to resolve problems as needed. Prepare general and complex correspondence on behalf of the Assistant Vice President of Corporate Engagement and the Assistant Vice President of Regional Competitiveness. Answer inquiries and initiate follow-up actions on pending matters. Handle time-sensitive and confidential mailings and emails.

Responsible for calendar management, including coordinating travel and scheduling meetings for senior leaders with university leadership and faculty and foundation and corporate partners. Schedule and coordinate team meetings, including responsibility for all meeting-related logistics (including preparing agendas and meeting briefings, coordinating refreshments, managing room bookings, etc.).

Prepare/collect information for inclusion in reports. Coordinate compilation of board-level reports and the aggregation of data related to department key performance indicators and metrics. Participate in assigned programs and projects designed to achieve department goals and objectives.

Assist senior leaders with annual budget request process. Review and monitor expenditures monthly to ensure compliance with university policies and procedures and are within the allocated budgets.

Support leaders in the implementation and management of short and long-term projects, strategies, and tactics to advance the goals of the Corporate Engagement and Regional Competitiveness Teams. Develop action plans and manage timelines as needed.

Perform other related duties as assigned.

Qualifications:

Education:

• Associate's Degree from an accredited University in Business, Public Administration, Development, Marketing, Communications, Project Management, or related field. Bachelor’s Degree preferred.

Knowledge, Skills, and Abilities:

• Communication Skills: Effective interpersonal skills with the ability to communicate clearly, concisely, and professionally both orally and in writing. Ability to persuade and influence others and present narrative descriptions of numerical data effectively.
• Problem Solving Skills & Analytical Skills: Works well in group problem-solving situations and develops alternative approaches and ideas. Able to prioritize requests from multiple constituencies and to work in complex situations with minimal guidance. Detail-oriented, with strong organizational skills. Ability to compile and analyze accounting, financial, statistical, and other quantitative data. Strong editing and proofreading skills.
• Business Acumen: Understands objectives and mission of various projects, looks for creative ways to improve process and quality and can work within deadlines. Manages time effectively to maximize productivity and holds direct reports accountable for performance.
• Interpersonal Skills: Able to deal with frequent change, delays, or unexpected events. Changes approach or method to best fit the situation and reacts well under pressure.
• Customer Service Skills: Exhibits a pleasant, forthcoming demeanor to customers and responds professionally, promptly, and courteously to customer requests for service and assistance. Practices follow-up to ensure customer needs are met and has the ability to manage difficult or emotional customer situations. Sets a professional, competent tone.
• Technical Skills: Highly proficient in Microsoft Office applications with the ability to create presentations in PowerPoint and build spreadsheets and graphs in Excel. Must have the ability to learn and adapt to new systems.

Employment type:

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

Funding/salary information:

• Compensation type: Annual Salary
• Salary minimum: $48,300
• Salary hire maximum: $52,530

Job openings:

• Number of openings: 1

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.

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