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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.

Job Summary

Department Summary

The Dean of Students Office promotes student development and enhances the experience of undergraduate and graduate students through programs, services, partnerships/connections, and policy development that foster an inclusive campus climate and facilitates the successful navigation of campus life. 

The core work of the Dean of Students Office includes promoting a safe, respectful, healthy and inclusive campus community, enhancing students’ Michigan experience, providing support services and managing critical incidents impacting students and the campus community and recognizing and responding to emerging needs within the student population.

Job Summary

This position provides an array of complex, administrative support to the Dean of Students (DOS) in an office atmosphere that is dynamic, fluid and proactive, while responsive to the emergent needs of the student population. The Executive Secretary acts on behalf of the DOS in handling inquiries of a highly sensitive and confidential nature; manages administrative and financial tasks for the DOS and works closely with students, faculty, staff, and the Ann Arbor community. The Executive Secretary serves as part of a greater Division of Student Life /Dean of Students Office team, providing back-up support within the office suite as needed and works collaboratively with the Associate Dean, Assistant Deans and other DOS staff members.
 

Responsibilities*

Administrative & Project Management (40%)

  • Manage email and other correspondence management systems for the Dean of Students.
  • Coordinate project management system that tracks DOS projects, deadlines, and tasks.
  • Provide administrative support to select committees, groups, and initiatives.
  • Provide administrative support for the Dean’s Student Advisory Board(s).
  • Receive, assess, utilize discretion and respond to confidential and sensitive inquiries and concerns from students, parents, faculty, staff, the community, and external agencies.
  • Represent the DOS, as requested, in communication with UM schools and colleges, President’s Office, Athletics, Office of General Counsel, external service agencies, units within the Division of Student Life, students, parents, and others.
  • Assist in the coordination of special events (development activities, vigils and memorials, parent visits, etc.).
  • Serve on divisional committees as needed, including:  the Student Life Staff Celebration and Service Awards planning committee, and search committees.
  • Oversee the maintenance and physical appearance of the office to assure a welcoming and professional environment.
  • Other duties as assigned.

Clerical (40%)

  • Manage complex calendar for the Dean of Students, arrange meetings, and schedule appointments using discretion and judgment to ensure effective use of time.
  • Prepare meeting notes and agendas and follow through on tasks and/or directives generated from meetings.
  • Initiate written correspondence (email and formal letters) requiring interpretation and application of divisional and University policies and procedures.
  • Draft talking points and text for speeches. Prepare PowerPoint presentations and other meeting materials.
  • Assist in the preparation of annual, periodic, and ad hoc reports. Collect and tabulate data. Edit documents for organization, structure, and style.  Collect and tabulate data.
  • Assist with updating of brochures, announcements, promotional materials, and website content.
  • Coordinate, organize, and manage materials and documents submitted to the DOS from direct reports. Schedule staff meetings. Compile agendas, coordinate calendars and attend meetings.
  • Answer telephone inquiries exercising considerable judgment and discretion in providing information to students, parents, faculty/staff, and the general public.
  • Coordinate travel arrangements for the DOS.
  • Other duties as assigned

Financial/Budget (10%)

  • Assist in reconciliation, management, and monitoring of DOS purchasing card and other expenses utilizing the University financial management system (Concur).
  • Process travel and expense reports for the DOS.
  • Other duties as assigned

Human Resources (10%)

  • Process staff appointments/forms for hiring, posting, personnel searches, etc.
  • Maintain staff personnel records and prepare related reports.
  • Coordinate annual staff evaluation/review process.
  • Other duties as assigned.

 

  • Supervision Received:

    Supervision is received from the Dean of Students.  Staff member is expected to work independently and to exercise good judgment in setting priorities and applying University, divisional, and departmental policies and procedures.

    Supervision Given:

    Provide some functional oversight to the DOS Office Administrative Assistant and DOS student assistants.

Required Qualifications*

  • Bachelor’s degree or equivalent combination of education and experience
  • Minimum 5 years of progressively responsible administrative support and customer service experience.
  • Attention to detail.
  • Experience with project management and correspondence management systems.
  • Proficiency with Microsoft Word, Excel, Power Point, Google calendar and mail, or similar equivalent
  • Experience working as a member of an administrative team.
  • Ability to work occasional extended and flexible hours in support of the needs of the Dean of Students.

Desired Qualifications*

  • Knowledge and experience with University policies, procedures and systems including Wolverine Access, M-Pathways Financial and Human Resource Management System, MReports, Concur.
  • Previous experience working in a higher education/student affairs setting.
  • Experience with providing senior level administrative support.
  • Capacity to anticipate needs and be proactive.
  • Proven ability to work with a variety of constituents (administrators, staff, faculty, students, parents, and the broader Ann Arbor community).

Additional Information

PLEASE NOTE:  Relocation will not be offered for this position.

Position Criteria:

  • Proven ability to work independently and meet multiple deadlines; proven ability to work under pressure within an administrative environment of significant complexity.
  • Excellent verbal and written communication skills.
  • Excellent interpersonal skills.
  • Ability to work in a diverse environment with sensitivity to intercultural differences
  • Proven ability to set priorities and adapt as priorities shift.
  • Ability to anticipate problems and the confidence to take appropriate initiative.
  • High degree of poise, judgment, and discretion.
  • Ability to draft, edit, and finalize correspondence, speeches, summaries, and reports and create related graphics and charts

Working conditions

The working hours for this position are Monday through Friday, 8:00 am to 5:00 pm. with the need for some occasional extended and/or flexible hours as indicated above.

Physical requirements

The person in this position routinely moves through the facility to attend meetings/events and access files or information and travels to various locations to attend events and deliver materials. The person in this position may need to lift items weighing up to twenty-five (25) pounds.

U-M EEO/AA Statement

The University of Michigan is an equal opportunity/affirmative action employer.