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Job Summary

High academic rankings, a substantial endowment, and leading research make the Taubman College of Architecture and Urban Planning at the University of Michigan one of the most dynamic institutions in its field. The college promotes the public good by engaging a diverse constituency in purpose-driven learning and research addressing the built environment. Consistently named among the best architecture and planning schools in the country, the college prepares graduates to lead the professions, organizations, and institutions that shape our world at every scale.

The staff of the Taubman College have developed a highly collaborative and highly supportive environment where each member is seen as contributing valuable skills, insight and energy toward the success of the College. Successful team members value the contributions of their team mates and provide support as needed to College events, initiatives and goals. They are enthusiastic, curious and engaged in their areas of expertise and participate regularly in professional development opportunities.

We are seeking a highly competent and skilled administrative specialist to provide executive level support to the Assistant Dean for Administration. The administrative specialist will plan, coordinate and execute a variety of projects which span across research administration (pre-award), finance, human resources, auxiliary operations, student services and related process topics.

The ideal candidate must have a values driven mindset with excellent organizational, analytical, and problem-solving skills and attention to detail. Strong customer-service orientation is critical to success in an environment that emphasizes collaboration, confidentiality, a continuous improvement mindset, interpersonal skills and flexibility.  Advanced proficiency in data visualization and relevant software (Microsoft Office Suite) is required.

Responsibilities*

  • Provide proactive and strategic administrative support that involves understanding of the work of the Assistant Dean for Administration.
  • Perform independent research and prepare information for special projects including complex documents and spreadsheets, detailed work plans, schedules, project estimates, resource plans, and status reports.
  • Practice agile project management principles of prioritization, and accountability; provide project tracking and analysis.
  • Ensure all projects are properly executed and delivered as requested.
  • Resolve issues and manage changes and interventions to achieve project outcomes.
  • Provide support of pre-award activities relating to grant and contract proposals. Pre-award activities include assisting departmental faculty in the development, preparation, and submission of grant and contract proposals.
  • Assist with research grant writing and prepare reports, presentations and compose correspondence with a high degree of accuracy.
  • Prepare written communications and presentations for a variety of audiences including senior leadership.
  • Design, maintain and run reports using Business Objects and Access databases.
  • Handle all aspects of P-Card reconciliation and expense reports in Concur. 
  • Proficiency in understanding and communicating financial information.
  • Plan and coordinate meetings, receptions, programs and events; order and organize office supplies.
  • Effectively schedule appointments and meetings and maintain the assistant dean’s calendar.
  • Create travel itineraries and coordinate all travel-related arrangements.
  • Work independently as well as part of a team to provide excellent service to all stakeholders
  • Develop and maintain strong relationships with colleagues throughout the university.
  • Commitment to diversity, equity and inclusion and ability to work with individuals or groups with diverse backgrounds.
  • Assist at college events as needed.
  • Other duties as assigned.

Required Qualifications*

  • Bachelor’s degree or equivalent combination of education and experience is required.
  • Minimum 3 years of directly related executive administrative experience, supporting senior leaders or executives, preferably within an academic environment.
  • Relentlessly positive and curious approach to problem solving.
  • Proven organizational skills that reflect ability to analyze data and prioritize multiple projects seamlessly with excellent attention to detail.
  • Exceptional written and oral communication skills with the ability to effectively communicate and work with all levels of constituents while operating in a fast-paced, proactive customer service environment.
  • High level of interpersonal skills to maintain confidentiality and to exercise discretion.
  • Adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
  • Experience in data collection and organization using technology based resources.
  • Team player and thrive in a collaborative environment with excellent organizational, analytical, and problem-solving skills and attention to detail.
  • Advanced proficiency in data visualization and relevant software (Microsoft Office Suite, Google applications, and teleconference systems)

Desired Qualifications*

  • Previous experience in the following areas is strongly preferred: executive administrative support, higher education, research administration.
  • Knowledge of University systems, policies and procedures.
  • Previous grant writing experience.

 

Application Deadline

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.