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 must address your specific interest in the position and outline skills and experience that directly relate to this position. Candidates who fail to meet this requirement will not be considered for the position.
This position provides highly responsible and skilled administrative support to the Chair and Chief Administrator in the Department of Germanic Languages & Literatures. The position includes exercising a high level of initiative, discretion and judgment regarding sensitive and confidential matters. Being proactive, an ability to handle a wide variety of diverse tasks and a friendly, high degree of customer service are key characteristics of a successful candidate for this position.
** PLEASE NOTE: This position is 100% (40 hrs per week), 40 weeks per year and 80% (32 hrs per week) 12 weeks between mid-May and Mid-August.
Key responsibilities include but are not limited to the following:
Provide administrative support to the Chief Administrator and Chair of the Department of Germanic Languages & Literatures including initiating correspondence, handling and maintaining the Chair's calendar, coordinating meetings on his/her behalf, preparing materials for meetings, handling inquiries from faculty, staff and students, preparing and coordinating executive committee and departmental meeting agendas, taking minutes and ensuring minutes are approved and filed as appropriate. Act as general receptionist to the department providing a welcoming environment.
Coordinate and track thank you letters from the Chair for donor gifts. Coordinate and send the annual solicitation letters to alumni and friends. Update and track student awards and specific alumni information in the departmental database, work with LSA Development as needed for addresses and donor information.
Coordinate and prepare mailings for the bi-annual newsletter and intra-departmental electronic newsletters with the undergraduate student services coordinator and graphic artist. Make general updates to the German website.
Manage and coordinate faculty promotion and tenure materials and processes. Provide administrative support and coordinate faculty and lecturer searches. Coordinate third-year reviews for faculty as well as interim, major and continuing renewal reviews for lecturers. Submit complete and accurate dossiers to the LSA Executive Committee in accordance with LSA and UM policy and procedures. Work with faculty and Chair in filing faculty leave paperwork. Work with committee and Chair in preparing and submitting faculty and lecturer award nominations.
Coordinate, plan and support all departmental events, conferences, lectures, etc... including but not limited to meeting room reservations, logistic/travel arrangements and coordinating, setting up room arrangements and food as needed. Work with faculty, grad students and fellow staff overseeing the event to ensure all needs are met and ensuring timely communication and arrangements. Disseminate event information via email.
General administrative duties include ordering office supplies, assisting departmental personnel with printer and copier difficulties, submit honorarium requests to Shared Services, reconcile Pcard, sorting and distributing mail, maintaining the floor kitchens, acting as point person for facility needs and requests to Plant, ensuring departmental offices are vacated as required and ready for new occupants as well as other duties as needed and assigned.
A minimum of five years of experience providing support to an upper level manager/executive is required. The successful candidate requires an extremely high level of organization skills, ability to work independently as well as part of a team and can meet multiple deadlines simultaneously. Outstanding interpersonal as well as written and verbal communication skills with a friendly student-centered approach are absolutely critical to success in this position. The successful candidate must be able to synthesize the big picture/goals of the Department in to the specific tasks required to reach the objectives and to be proactive in all aspects of the position, be imaginative and think outside the box. Proven ability to set priorities and adapt as priorities shift as well as a proven ability to work under pressure in a dynamic environment is critical for success in this position. High level of proficiency with technology and specific experience using the Microsoft Office and Google suite of software. A high degree of poise, judgment and discretion will prove to be a valuable asset in this position.
A bachelor's degree or equivalent combination of education and experience is highly desired. Five years of administrative support experience in an academic setting is highly preferred. Experience working in FileMaker Pro. Knowledge and ability to use MailChimp is a plus. Some experience using a AEM website is preferred. Reasonable knowledge of University and LSA policies and procedures especially in putting together tenure and promotion cases and coordinating the faculty hire/search process.
Higher salary possible for exceptionally qualified candidate.
The University of Michigan conducts background checks on all job candidates upon acceptance of a contingent offer and may use a third party administrator to conduct background checks. Background checks will be performed in compliance with the Fair Credit Reporting Act.
The mission of the University of Michigan is to serve the people of Michigan and the world through preeminence in creating, communicating, preserving and applying knowledge, art, and academic values, and in developing leaders and citizens who will challenge the present and enrich the future. The University of Michigan is committed to foster learning, creativity and productivity, and to support the vigorous exchange of ideas and information, not only in the classroom but in the workplace by:
- Creating a work environment in which people treat each other with respect and dignity, regardless of roles, responsibilities or differences.
- Providing support, direction and resources enabling us to accomplish the responsibilities of our jobs and to reach the goals that are set for professional and personal growth.
Job openings are posted for a minimum of seven calendar days. This job may be removed from posting boards and filled anytime after the minimum posting period has ended.
U-M EEO/AA Statement
The University of Michigan is an equal opportunity/affirmative action employer.