How to Apply
To apply for this position, please submit a cover letter and resume. The cover letter must be attached as the first page of your resume and should address your specific interest in, and outline skills and experience that directly relate to, this position. Applicants who do not meet this requirement will not be considered.
The Horace H. Rackham Graduate School is the home of graduate education at the University of Michigan and offers a remarkably broad and rigorous array of graduate degree programs that are among the very best in the country in each field of study. The U-M attracts outstanding students to graduate study and prepares them to make lasting contributions to society through successful careers in professions and academic disciplines. The Rackham community of scholars, researchers, students, and staff is engaged in the creation of new knowledge, new discoveries, and the formation of our future leaders. The School is an international leader in the development of best practices for graduate education. Further, Rackham is strongly committed to diversity and inclusion as a means of achieving and sustaining excellence.
The Rackham Graduate School Dean’s Office is seeking a highly motivated Administrative Assistant to join the Rackham Dean’s Office support team to provide the highest level of excellence and professionalism while performing a full range of general administrative activities in support of the Rackham Dean’s Office.
Job responsibilities include but are not limited to:
Provide a high-level of customer service and general administrative support for the Rackham Dean’s Office. Provide administrative support to the Minority Serving Institution Coordinator and Rackham Institutional Research.
Administrative duties include all aspects of meeting, appointment, and event scheduling (room and audio-visual equipment scheduling, catering, agendas and programs, conference registrations, travel/lodging arrangements, travel/hosting reimbursement reports, expense estimates and tracking). Manage communications as requested by the Minority Serving Institution Coordinator. Monitor flow of requests to Minority Serving Institution Coordinator and keep track of requests. Provide support to Institutional Research by helping to manage research efforts, which include survey implementation management, process incentives, and manage communications.
Carry out general office duties including scheduling, creating and maintaining electronic files, paper records and databases (calendars, correspondence, documents, and tracking systems) to ensure that deadlines are met and information is disseminated accurately and in a timely manner. Submit all Rackham Dean’s Office travel, expense, and hosting receipts to the Shared Services Center for processing. Reconcile select accounts, P-Card, and other travel/hosting expenses using Concur and Shared Services as appropriate. Order specialty supplies for Rackham Dean’s Office. Receive and distribute mail.
Provide general administrative support to the Dean’s Office Manager. Provide assistance as needed to the Assistant to the Dean, the Executive Assistant, and senior administrative staff. Monitor Rackham Dean’s Office information email account, triage requests, and forward messages as appropriate. Provide primary backup to the front desk as needed to ensure continuous coverage. Greet Dean’s Office visitors and direct or escort guests to destinations as appropriate. Answer multi-function telephone, take messages, and forward calls as appropriate. Provide information, directions, and answers to inquiries, make referrals, and respond to concerns from students, faculty, staff, outside agencies, and the public using independent judgment to interpret routine processes within the Graduate School and University.
Participate as a member of the Dean's Office self-directed, collaborative work group of professional support staff to ensure excellent customer service and a positive experience for everyone who comes in contact with the Dean’s Office. Meet regularly to discuss and coordinate coverage, shared projects, and policies; resolve problems, concerns and matters arising to the best satisfaction of all involved. Proactively seek and implement ways to make tasks and duties more effective and efficient. Provide backup coverage as needed. Represent the department on routine non- complex administrative matters. On occasion move/transport, install, and remove meeting and event supplies and equipment up to 30 pounds throughout building and across campus to other locations.
High School degree or equivalent combination of education and related work experience.
Two to four years of progressively responsible office experience, preferably in an academic or closely related setting, or working successfully as a member of a high-level support team for senior administrators with broad responsibilities in a large, complex organization.
Demonstrated ability to support at least 2-3 senior-level administrators with broad responsibilities in a complex organization.
Experience providing excellent customer service to high-profile guests in a professional and courteous manner. Demonstrated customer service attitude and experience and excellent interpersonal communication skills are essential, including the capacity to build collegial relationships and work cooperatively with all offices within Rackham, faculty and staff across the University, and outside constituents. Ability to work with a wide range of people who represent our diverse and multi-cultural society. Ability to work effectively as a collaborative team member.
Excellent planning, organizational and work coordination skills are necessary, including a positive, flexible, responsive service-oriented attitude; the ability to manage a large and diverse workload with excellent attention to detail; and the ability to prioritize and meet deadlines in a timely manner. Must be able to take direction from multiple individuals and have proven ability to prioritize tasks with conflicting deadlines.
High level of effective communication skills on the phone, in person, and in writing. Excellent phone etiquette and a highly professional demeanor, poise and personal presentation.
Ability to maintain confidentiality, exercise discretion, and handle people with diplomacy under stressful situations and in matters of a sensitive and confidential nature.
Ability to exercise initiative, analytic skills, independent judgment, diplomacy, and a positive service-oriented attitude.
Demonstrated ability to manage a large and diverse workload with excellent attention to detail and to work well under pressure and meet deadlines in a timely manner.
At least two years’ experience and/or demonstrated proficiency with Windows operating systems, MS Office suite, Google suite, and Adobe Acrobat Pro. Advanced knowledge of MS Word, Excel, Google Calendar, and Google Drive (documents, spreadsheets and forms), Access and SharePoint is necessary.
Ability to utilize database management systems, tracking/logging systems, manipulate spreadsheets and utilize current information technology.
Familiarity with, and ability to, communicate University policies, procedures, and programs, particularly as they relate to graduate students.
Knowledge of, and strong personal commitment to, shared teamwork, continuous improvement, and professional development.
Understands and values diversity and the importance of inclusion as demonstrated through a commitment to apply and incorporate the differences, complexities, and opportunities that diversity brings to an organization.
Ability to move/transport, install, and remove meeting and event supplies and equipment up to 30 pounds throughout building and across campus to other locations.
Bachelor’s degree or equivalent combination of education and experience with 3-5 years of experience in an academic setting preferably at the University of Michigan.
Administrative support experience in a University of Michigan department or program is strongly desired.
Some knowledge of the academic goals and issues in graduate education, and understanding of issues of diversity in higher education.
Experience using MBox. Competency using M-Pathways or equivalent (i.e. PeopleSoft). Experience using Business Objects and Concur Travel and Expense system.
Familiarity with, and ability to, communicate University and Rackham policies, procedures, and programs, particularly as they relate to graduate students.
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.