How to Apply
A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position.
Provide highly responsible administrative support to the Chair of the Department of Civil & Environmental Engineering; work closely with the Chair and Department Administrator on matters of a highly confidential or sensitive nature; schedule meetings; manage calendars; maintain confidential files; prepare faculty meeting minutes; initiate written correspondence requiring interpretation of policies and procedures; serve as staff support to various departmental committees; assist faculty with promotion and tenure processes and oversee annual lecturer reviews; assist Chair in planning and arranging for visitors; process donor thank you letters; coordinate all departmental events; maintain various departmental contact lists; process p-cards for multiple faculty and other duties as assigned.
40% Administrative Support
Duties include (but are not limited to): Point of contact for the Chair. Coordinate appointments on behalf of the Chair; answer main phone line and greet visitors to the department directing matters to the appropriate person for action or follow-up; prepare materials for meetings; reconcile PCard expenditures for multiple faculty, process reimbursements for students, staff and faculty, prepare development thank you letters, plan travel and hosting for visitors, schedule and coordinate conference calls, assist the Chair and Department Administrator as needed with departmental business. Processes office supply orders, mail, and faxes. Function as part of a team to support all faculty in the dept and each other.
20% Event Planning
Schedule and plan all events for the department including faculty meetings, Executive Committee meetings, summer picnic, welcome receptions, homecoming events, CEEFA board meetings, banquets, special events with the College of Engineering (CoE), and assist student groups to learn to manage events on their own. Survey attendees for available times and tabulate responses. Work within budgets, being financially responsible in selecting venues, photographers, caterers and order quantities, to ensure a successful event. Development, refinement and consistent use of electronic tracking mechanisms, checklists and other tools to streamline events and limit the amount of time required to directly support events; share these tools with student groups for use in planning their own events.
15% Casebooks and Annual Reviews
Faculty promotions and reviews - Oversee faculty reviews and promotions. Assist tenure, promotion and review panels with the administrative processes. Initiate and assist Chair with annual lecturer reviews or major reviews, provide backup for new hire casebooks, collect and distribute annual faculty activity reports to Executive Committee and work closely with CoE HR to ensure compliance with guidelines and policies. Coordinate sabbatical request forms and work with the Chair and CoE to gain approval prior to routing paperwork.
15% Meeting & Committee Support
Coordinate, attend, and record departmental faculty meetings and faculty retreats; coordinate CEE Executive Committee meetings; coordinate, attend and record External Advisory Board (CEEFA) meetings; Assist Chair with departmental committee assignments. Provides support to the Faculty Honors & Awards Committee, including organizing and submitting nomination packets per guidelines.
5% Marketing / Communication
Work with Marketing / Communications Specialist regarding event promotion, departmental news, updates, awards and other communications to share to various stakeholders (alumni, students, faculty, staff or the CEE community at large). Assist with proof-reading newsletter articles and review layout. Share information for web updates.
Participate in staff development training sessions, faculty/staff meetings, and other venues for learning and sharing information; may facilitate training sessions (e.g., new hires, new processes) within CEE; Collaborate and network with others in similar roles within CoE and U-M to learn and share best practices for efficiency, effectiveness, reducing liability, etc.; Capture guidelines, procedures and processes in writing to share with faculty, staff, students, new hires, colleagues, etc. to improve consistency and transparency of practices, train new faculty/staff, cross-training within our department; Uses good judgment and decision making to represent the dept well at all times.
The successful candidate will have significant experience in responsible staff and administrative support positions. Demonstrated excellence in verbal, written and interpersonal communications; demonstrated ability to communicate and work collaboratively with people at all levels of the organization; demonstrated ability to interact effectively in a team setting; a courteous and professional demeanor; demonstrated ability to develop and manage predominantly electronic filing and tracking systems; strong organizational skills with excellent abilities in setting priorities, managing multiple tasks and meeting or negotiating deadlines in a fast-paced, ever-changing work environment; demonstrated ability to take initiative on projects, working independently as needed; demonstrated excellence in customer service with high attention to detail and follow-through; ability to handle highly sensitive and confidential matters in a discreet manner and with diplomacy.
Strong oral and written communication skills are required, including vocabulary, spelling, punctuation, and grammar. Excellent time management and organizational skills are necessary while balancing strong customer service skills so as not to waste time; ability to work effectively as a team with other staff members is required. Must be highly proficient in the use of personal computers and Microsoft Office applications.
Work Schedule: M-F 8:00 - 5:00 pm with some flexibility needed for events occurring outside this normal range, including occasional weekends
Proficiency in Google calendar management, Qualtrics surveys, Concur and M-Pathways
Experience supporting senior management and working as a member of an administrative team
Knowledge of University policies and procedures
Experience in handling matters of a highly visible and often confidential nature
A Bachelor’s degree or equivalent combination of education and experience is preferred
U-M EEO/AA Statement
The University of Michigan is an equal opportunity/affirmative action employer.