How to Apply
A cover letter and resume are required; the cover letter must be PAGE 1 of your resume. The letter should:
- specifically outline the reasons for your interest in the position
- outline your particular skills and experience that directly relate to this position
Starting salary may vary depending on qualifications and experience of the selected candidate.
This is a Main Office, reception position with responsibilities as outlined below. Supervision is received from the Departmental Chief Administrator.
As the Administrative Coordinator/Project Coordinator for DAAS, key responsibilities include but are not limited to the following:
20% / Office Operations and Communication.
- Management of common areas. Purchase office and event supplies. Prepare and distribute info packets, DAAS bulletins and newsletters. Sort, distribute, and forward campus and U.S. mail. Assist with providing rigorous internal controls and resource stewardship. When directed, provide office and event purchasing support: office equipment, electronic equipment, books and other instructional supplies purchased with DAAS funds.
15% / Support Graduate Certificate Program (GCP) and various components of DAAS' Community Engaged Learning (CEL) Pedagogy.
- As GCP coordinator, serve as liaison between DAAS and Rackham Graduate School. Under general supervision of GCP and/or CEL leadership, perform a variety of complex duties to prepare, process, maintain, and provide information regarding student academic records and/or reports. As needed by leadership, implement/execute special projects or activities in support of the GCP and CEL programs. Because of the nature of these programs, be prepared to proactively conduct analysis, prepare reports, prepare project plans and maintain records, make recommendations to GCP/CEL leadership, and ensure regulatory and/or UM compliance for special projects or ongoing programs. In collaboration with stakeholders and other staff members, apply an overall understanding of procedures and systems related to the record function to identify potential problems, initiate complex queries and brief stakeholders on possible corrective courses of action
15% / Collaborate with Gallery Director to ensure all DAAS and Gallery DAAS protocols and procedures are followed.
- Serve on the Gallery Committee and manage Gallery finances:
- Track all incoming revenue as well as expenses.
- Prepare monthly expense reports and submit to the Gallery Director.
- Maintain Gallery space
- In consultation with Gallery Director, develop and administer exhibition production schedules:
- Arrange transportation of art work for each exhibition.
- Oversee installation/uninstall of exhibits (hiring of preparer).
- Oversee production of exhibit catalogs (Liaise with curator, copy editor, printer).
- Oversee exhibition programming including opening reception and artist talks.
- Manage logistical arrangements for artist residences:
- Arrange travel (air & ground) and accommodations.
- Maintain schedule of artist activities during residence.
- Plan opening reception to include vendor hiring, set up and clean up.
- Assist in hire and supervision of any Gallery temporary employees.
10% / Provide Du Bois-Mandela-Rodney Postdoctoral Fellowship, and SAIO Grant & Fellowship Program support.
- Update website. Troubleshoot emails and calls from applicants and from reference letter writers. Process/organize applications for research grant and fellowship review. Schedule and attend fellowship committee meetings and maintain a record of the review process. Subsequent to Committee decision, write/mail letters of acceptance and denials. Liaise between Committee, applicants, and Chief Administrator creating archival/knowledge retention reports.
10% / Provide Visiting Scholar, Event Support, Event Back-up and Staff Support.
- When directed, initiate visitor travel arrangements and P-Card purchase of event supplies. Assist with visitor travel arrangements, assist with some travel reimbursements, travel/hosting forms, and other miscellaneous transactions as needed. Assemble P-Card documents for reconciliation and maintain pertinent files. Assist in implementation of financial best practices (timely processing of all transactions and prepare documents for reconciliation). Schedule Lemuel Johnson Center and conference room and assist in Event preparation acting as back-up for non-curricular room scheduling. As needed, assist with travel arrangements for the study abroad program.
5% / Facilitate Appointments.
- Greet everyone and assist visitors, faculty, and students. Answer department phones, route/direct callers, and/or take messages as needed. Assist with all aspects of correspondence. Notify applicable department staff/faculty of visitor arrival. Facilitate Faculty, Staff, and Advisor meeting appointments.
5% / Facilities Liaison.
- Initiate Maintenance requests as needed and track maintenance and other building services to satisfactory completion. Assist with coordination and tracking of office assignments and keys. Observe, record, and track DAAS space issues for resolution. Generate forms for turn-in of surplus equipment to Property Disposition, coordinating pickup and drop-off as needed. Collaborate with DAAS’ Chief Administrator to ascertain and prioritize equipment and space refurbishment projects. Coordinate with Chief Administrator to complete annual space survey.
10% / Liaise on DAAS website.
- Attend training for website maintenance. Provide routine maintenance in terms of revising text, writing text, and creating new pages. Troubleshoot faculty requests, working with Staff and UM tech support to resolve miscellaneous issues.
10% / Take the lead as editor of DAAS newsletter.
- Edit newsletter, solicit articles, direct layout and work with the Communications Coordinator on design, write articles and coordinate interviews. Maintain an email distribution list and promulgate the newsletter when it is completed.
- Applicant shall possess an Associate Degree or higher in appropriate discipline with at least two to four years of experience as a project coordinator in an academic setting. Applicant must be proactive and possess excellent written, verbal and interpersonal communication skills with the ability to work effectively and collaboratively with a diverse group of faculty and students in an academic environment. Excellent computer skills: skilled in MS office suite.
- Applicant must possess strong organizational skills with the ability to work independently and as part of a team. Applicant must possess the ability to display sound judgment while operating in a fast paced environment.
- Applicant must have some knowledge of Gallery exhibition(s) and curating.
- Bachelor’s Degree or higher is preferred.
- Experience in event and project organization and execution.
- Experience in composing advertisements, web pages, newsletters, and/or other publicity.
Successful candidates will be expected to demonstrate in this role the following organization competencies, but not limited to:
BUILDING RELATIONSHIPS - Demonstrated ability to develop and maintain positive and cooperative relationships, inside and outside of workgroup, interacting in a friendly, open, honest, and accepting manner, maintaining a level of confidentiality as appropriate.
CREATIVE PROBLEM SOLVING - Demonstrated ability to anticipate and solve simple problems, seeking help from others when required e.g. colleagues and management. Recognize and report when a problem needs to be addressed with additional resources. As needed, take action and/or make constructive recommendation when opportunities for improvement are identified. Make changes in own work methods or systems to improve performance (e.g. faster, lower cost; improve quality, customer satisfaction, revenues).
FLEXIBILITY / ADAPTABILITY TO CHANGE – We are a dynamic, evolving organization. Interested candidates should understand and accept the need for change, cooperating in implementation, and constructively voicing concerns and proposing alternative options when it may exist.
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
Some evenings are required.
This is a Main Office, reception position with responsibilities as outlined above.
The Administrative Coordinator / Project Coordinator hires and supervises 3 to 6 part-time, student Entrance Monitors to facilitate visitor access to exhibitions.
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.