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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

Student Life at the University of Michigan is committed to preparing students to live lives of dignity and purpose, to channeling new knowledge to humane ends, and to promoting the public good. Student Life is charged with facilitating a positive and transformative Michigan experience for all students and supporting their overall development while providing essential programs and services for all elements of student health. The cornerstones of our work are our values of diversity, equity, and inclusion, and we seek to promote these throughout all aspects of campus life. We constantly strive for excellence, tirelessly seeking to foster an even better campus culture and future for our students and the overall community of Leaders and Best at the University of Michigan.

Job Summary

The Executive Secretary provides administrative support of a highly responsible, sensitive, and confidential nature to the Office of the Vice President for Student Life, including communications, support to the Executive Assistant to Vice President for Student Life, scheduling and assistance for Associate Vice President for Finance and HR, and management and training of student staff and temp staff.

Responsibilities*

Administrative support for AVP for Student Life - Finance and HR (40%)

  • General support, calendar management, and scheduling assistance, including scheduling and tracking quarterly financial meetings.
  • Agenda and document creation/management (i.e. budget reports, division-wide organizational charts, etc.)
  • Special projects as assigned, including outreach, writing, presentations, speeches, recommendation letters, communications, support for searches.
  • Oversee coordination and communications for the Student Fee Advisory Committee and the Staff Advisory Board (in cooperation with a student assistant).
  • Track requests of direct reports and assist direct reports when necessary (hiring, scheduling, etc.)

Administrative support for VP for Student Life (20%)

  • Provide general office support to Vice President for Student Life and Executive Assistant to Vice President for Student Life.
  • Coordinate travel logistics for Vice President for Student Life (book travel and hotels, create detailed itineraries).
  • Purchase items as requested by Vice President for Student Life (training materials, professional development books, etc.)

Coordinate logistics & planning for other Student Life events/projects (20%)

  • Maintain general office calendars for OVPSL (vacations, major religious holidays, staff members’ birthdays)
  • Maintain various email groups, reference lists, and training/informational documents with assistance from Executive Assistant to Vice President for Student Life.
  • Assist with Fireside Chats with President Schlissel and Vice President Harper.
  • Coordination/logistics liaison for recurring meetings including but not limited to: Fireside Chats, VPSL Student Advisory Board, Staff Advisory Board, Up Close and Connect.
  • Backup for logistics liaison to Association for Religious Counselors (ARC).

Human Resources (15%)

  • Interview, hire, train, maintain schedule, delegate work assignments, supervise up to five student employees; temp staff as needed.
  • Process all related employee paperwork for permanent, bi-weekly permanent, students & temp; manage, schedule, and approve time for bi-weekly students/temps.
  • Training of students to coordinate and staff recurring meetings including but not limited to: Fireside Chats, VPSL Student Advisory Board, Staff Advisory Board, Up Close and Connect, and Student Fee Advisory Committee.

Accounts/Procurement (5%)

  • Concur reconcile/reports for Vice President for Student Life and Executive Assistant to Vice President for Student Life.
  • Reconcile monthly Statement of Activity for all department codes/accounts.
  • Process all non-pcard purchases (e.g. non-po vouchers, requisitions, travel reimbursements-non employee, Special Payments, PeoplePay) .

Required Qualifications*

  • Bachelor’s Degree
  • Experience with Microsoft Office (Word, Excel, Powerpoint)
  • 2-5 years of experience supporting senior level role

Desired Qualifications*

  • Knowledge of the University environment & University Policies & Procedures
  • Basic experience using Wolverine Access/MPathways, Financials & Student Records
  • Experience using Concur
  • Experience using Google docs, sheets, forms, drawings

Additional Information

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

Working conditions

This position may require evening and weekend work on occasion.

Direct reports

Student Assistants (3-5)

 

U-M EEO/AA Statement

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