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 postion and outline skills and experience that directly relate to this position.
Provide highly responsible administrative support to the Chair of the Department of Chemical Engineering; work closely with the Chair and department leadership on matters of a sensitive nature; schedule meetings; manage calendars; maintain confidential files; prepare faculty meeting and other committee minutes; initiate written correspondence requiring interpretation of policies and procedures; serve as staff support to various departmental committees; staff support for new faculty hiring and promotion and tenure processes; schedule, plan, and coordinate visits for faculty search candidates; escort candidates to appointments during their recruitment visits, assist Chair in planning and arranging for visitors; process gift forms and donor communications; maintain various departmental email groups; other duties as assigned.
Responsibilities include (but are not limited to):
Calendar management - Manage complex calendar for Department Chair; schedule appointments and exercise discretion and judgment to resolve urgent requests and conflicts; proactively organize meeting background materials, coordinate the scheduling of meeting rooms; prepare agendas, arrange hosting, and greet visitors for meetings as necessary.
Staff support and project management related to:
- Faculty promotions and reviews - Provide staff support for casebooks associated with faculty reviews and promotions. Assist tenure, promotion and review committees with the administrative processes.
- Faculty Leaves - Oversee the faculty leave and sabbatical request process. Work directly with faculty and chair to gain approval prior to sending paperwork to the college.
- Faculty Searches - Support staff for search committees. Oversee and coordinate applicant campus visits and schedules.
- Meeting & Committee Support - Coordinate, attend, and record departmental faculty meetings; Provide responsible staff support and project management for other departmental committees, as assigned.
Review Department Chair incoming email, mail and other requests, and sort as to importance and priority; obtain and add background materials to facilitate action; check dates of requested future commitments; draft responses or refer to others for response and maintain appropriate follow ups; create and maintain filing system for easy retrieval.
Review publicly provided department information, obtain updated information and share as necessary to ensure public data remains current.
Assist in the information gathering and preparation of annual, periodic, and ad hoc reports, special projects and presentations.
Prepare correspondence, including letters, memos, invitations, development thank you letters, etc.; manage department chair travel and hosting activities and reconcile PCard and out of pocket expenditures, schedule and coordinate conference calls, assist the Chair and department leadership as needed with other departmental business; other responsibilities as assigned.
Work as part of the greater department administrative team, participating in office coverage and providing back-up support to each other as needed.
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 of all backgrounds, and at all levels of the organization, in a manner that is respectful and encouraging of diversity, equity and inclusion; demonstrated ability to interact effectively in a team setting; a courteous and professional demeanor; demonstrated ability to develop and manage conventional and electronic filing and tracking systems; strong organizational skills with excellent abilities in setting priorities, managing multiple tasks and meeting deadlines; experience and continued interest in utilizing technology to advance and improve processes and procedures; demonstrated ability to take initiative on projects; 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.
Excellent time management and organizational skills are necessary. Strong customer service skills are necessary; ability to work effectively as a team with other staff members is required. Must be proficient in electronic calendar management, U-M Google Apps, and in working with the Microsoft Office Suite applications and Adobe Acrobat.
Proficiency in M Pathways
Experience supporting senior management and working as a member of an administrative team
Experience with Apple computer operating systems
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
This position operates in multiple work locations, with offices located in both the H.H. Dow building and the North Campus Research Complex (NCRC).
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.