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 your skills, experience, and required qualifications, as stated below, that directly relate to this position. Candidates who fail to meet this requirement will not be considered for the position.
The Department of Slavic Languages and Literatures specialize in Eastern European Literatures and Cultures, including cinema, architecture, and the visual arts. As one of the smallest departments within the College of LSA, we offer undergraduate students of every discipline an opportunity to experience both the intellectual and personal enrichment that comes with learning Russian, Polish, Czech, Bosnian/Serbian/Croatian, and Ukrainian languages, along with the diverse cultures they represent.
The Department of Slavic Languages and Literatures is searching for an Executive Secretary that also provides Student Services support. 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.
This position is 100% (40 hrs per week), 40 weeks per year and 80% (32 hrs per week) 12 weeks per year between mid-May and Mid-August.
Chair’s Executive Secretary: Provide administrative support to the Chair of the Department of Slavic 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. Coordinate faculty search activities, tenure, and promotion cases, and the lecturer review process. Coordinate, track, write, and send thank you letters from the Chair for donor gifts. Make general updates to Slavic’s website. Act as general receptionist to the department providing a welcoming environment.
Coordinate, plan and support all departmental events, conferences, lectures, etc... including but not limited to meeting room reservations, logistic/travel arrangements and coordination, submit honorarium requests to Shared Services, 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, reconciling Pcard, sorting and distributing mail, maintaining the floor kitchens, acting as point person for facility needs and requests to Facilities, ensuring departmental offices are vacated as required and ready for new occupants as well as other duties as needed and assigned.
Graduate and Undergraduate student administration duties include strategize, analyze and prepare the time schedule and course guide information. Advise the chair of programmatic needs, suggest class offerings and strategies for increasing course enrollments. Work with faculty to complete CARFS and ULWR applications. Process undergraduate scholarships and academic awards. Coordinator the graduate program from recruitment and admission process through defense. Track and communicate progress to degree for graduate students to Director of Graduate Studies. Process graduate fellowships, stipends, and benefits, as well as funding applications and Rackham fellowship nominations. Post available GSI positions and handle the GSI hiring process for new GSI’s and reappointments. Proactively collaborate with the Director of Graduate Studies.
Experience providing support to an upper level manager/executive and experience working in student services is required. A bachelor's degree or equivalent combination of education and experience is required. The successful candidate requires an extremely high level of organization skills and confidentially, ability to work independently as well as part of a team and can meet multiple deadlines simultaneously. The successful candidate must be able to track multiple priorities simultaneously in two distinctly different types of job responsibilities. 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. The successful candidate must have a 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 minimum of five years of administrative support experience in an academic setting is highly preferred. A minimum of two to three years of experience working in student services at U-M with access to all student services related modules within Wolverine Access. A bachelor’s degree or equivalent combination of education and experience is required. 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. Experience growing and marketing an academic department to potential graduate and undergraduate students.
The College of Literature, Science, and the Arts seeks to recruit and retain a diverse workforce as a reflection of our commitments to serve the diverse people of Michigan, fulfill the College’s Guiding Principles, and sustain the excellence of LSA.
To learn more about diversity, equity, and inclusion visit http://lsa.umich.edu/lsa/about/diversity--equity-and-inclusion.html
To learn more about LSA’s Guiding Principles visit http://lsa.umich.edu/lsa/faculty-staff/human-resources/lsa-staff-guiding-principles.html
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.