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 should address your specific interest in the position and outline skills and experience that directly relate to this position.
The Department of Industrial and Operations Engineering is seeking a qualified Executive Secretary to provide administrative support to the Chair of the IOE Department.
Candidates for this position must have the knowledge, skills, abilities, and experience needed to provide highly responsible and effective administrative support in an academic leadership setting. Key skills include accuracy and attention to detail, the ability to problem-solve, excellent planning skills, consistent and effective follow-through on all matters, high-quality writing skills, excellent customer service and diplomacy and the ability to handle sensitive matters in a discreet manner. The successful candidate will be working in a fast-paced environment with ever-changing priorities and must be adaptable, able to work under pressure to meet deadlines, and able to develop relationships with faculty and staff from within the department and across the college as needed to support a collaborative environment.
Administrative Support: (35%)
- Provide secretarial and administrative support of a highly responsible, sensitive and confidential nature to the Chair and Department Administrator.
- Manage calendar for the IOE Chair, arrange meetings, schedule appointments, and conference calls using discretion and judgment to ensure effective use of time.
- Answer telephone, fax, or mail inquiries for the Chair exercising considerable judgment and discretion in providing information to students, parents, faculty/staff, advisory board members, and the general public and directing matters to appropriate persons for action or follow-up.
- 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 IOE Chair, as requested, in communication with UM schools and colleges, external entities, students, parents, and others.
- Initiate confidential written correspondence (email and formal letters) requiring interpretation and application of departmental, college, and University policies and procedures and maintain departmental files for the Chair.
- Oversee the maintenance and physical appearance of the office to assure a welcoming and professional environment.
- Establish and maintain appropriate files and filing systems, assuring accuracy, completeness, and availability of office records, files, resource data and various reports.
- Ability to look at departmental processes and activities and propose improved approaches.
- Assist with updating of brochures, announcements, promotional materials, and website content.
- Assist in the preparation of annual, periodic, and ad hoc reports as needed.
- Assist in reconciliation, management, and monitoring of purchasing card for the position and IOE Chair and other expenses utilizing the University financial management system (Concur).
- Process travel and expense reports for the IOE Chair in accordance with UM policy.
- Maintain professional relationships with CoE Dean’s Office, fellow staff.
- members and other chair assistants.
- Promote atmosphere of teamwork and provide backup support for other staff as needed.
- Serve as HR backup for immigration matters for faculty and visitors.
- Other duties as assigned.
Meeting and Committee Support: (15%)
- Schedule and organize complex one-time and recurring activities such as meetings, travel, conferences, hosting, speaking engagements and presentations, and respective department/regional campus activities for the Chair.
- Provide administrative support to select committees, groups, and initiatives including but not limited to: the IOE faculty meetings, the Department committee, the IOE Advisory Board, and Town Halls.
- Prepare agendas, meeting minutes and distribute correspondence associated with assigned meetings. Follow up on necessary tasks and/or directives generated from meetings.
- Manage and monitor all small and large scale meeting logistics including planning, timeline management, invitations, accommodations, transportation, facilities and room reservations, catering, signage, audio/visual (AV) arrangements, displays, special needs requirements, printing and event communication. Prepare materials needed for Chair at least a day in advance to ensure proper preparation for meetings.
Faculty Recruiting: (20%)
- Assist in managing faculty recruiting process. Create MBox sites and Qualtrics evaluations; prepare documents for faculty searches and recruitment; place advertisements, gather information and prepare reports and correspondence in an accurate and timely manner. Serve as a departmental contact for faculty candidates, make travel arrangements, make reservations for meals, make lodging reservations and transportation to and from the airport, escort candidate to and from interview appointments as needed and secure room reservations, set up job talks, and process travel reimbursements. Prepare accurate and timely appointment dossiers for submission to college. Assist selected candidates with a move to Ann Arbor.
- Administrative support for faculty recruitment including taking meeting minutes, letter preparation, maintain a database of applicants, schedule job talk seminars and interview meetings with College and Department representatives, oversee all associated travel reimbursements, place advertisements, and prepare reports.
Casebooks/Awards/Annual Reviews: (20%)
- Provide management of process for faculty promotions and reviews and faculty leaves, including sabbaticals.
- Manage the timely submission of accurate tenure and promotion dossiers to the college. Assist with distribution and collection of review documents. Coordinate preparation and distribution of confidential tenure/promotion and recruitment materials within the department. Assist with solicitation and collection of letters from outside reviewers. Compile biographical sketches of outside reviewers. Coordinate with other departments as required for joint appointments.
- Prepare promotion/tenure and faculty reappointment casebooks and provide administrative support to relevant committees including sending out request letters, thank you letters, a database for tracking recommendation letters, typing committee evaluations, etc., preparing for electronic transmittal to CoE.
- Manage faculty annual review (FAR) process assuring compliance and timeliness of process. Access faculty evaluations for preparing files for Department Chair for faculty evaluations.
- Prepare and assist with annual Lecturer reviews, major reviews and appointment letters.
- Coordinate sabbatical request forms and work with the Chair and CoE to gain approval prior to routing paperwork.
- Assist with faculty awards and nominations.
Events Planning: (10%)
- Primary coordinator for planning selected departmental special events (including, but not limited to, the IOE Fall picnic, IOE retreats, IOE Michigan Nite at INFORMS, the Steffy reception, and IOE get-togethers, Homecoming activities, Alumni Awardee Luncheon, etc.): schedule meeting rooms, arrange for refreshment/meals, send announcements, and schedule attendee travel.
- Work within budgets, being financially responsible in selecting venues, photographers, caterers and order quantities, to ensure a successful event. Development, refinement and consistent use of electronic tracking mechanisms, checklists and other tools to streamline events and limit the amount of time required to directly support events.
- Assist student groups to learn how to manage events on their own and share tools for use in planning their own events
- Other duties as assigned.
A successful candidate will have:
- Bachelor’s degree or equivalent combination of education and experience.
- Minimum 5 years of progressively responsible administrative support and customer service experience preferably at the University of Michigan and preferably with faculty administration.
- Demonstrated ability to initiate projects and carry them through to completion as well as the flexibility to change focus and priorities quickly.
- Prior experience dealing with the variety of people with demonstrated sensitivity; ability to listen and deal warmly and empathetically with a wide range of people and respond to their questions and needs.
- Demonstrated ability in exercising professionalism and handling highly confidential and sensitive information with a demonstrated ability to use sound judgment and diplomacy.
- Highly proficient with technology including Google Docs, Microsoft Office (Word, Excel, and PowerPoint), Gmail, and Adobe Acrobat.
- Exceptionally interpersonal skills along with professional verbal and written communication skills to explain complex issues, problem solves, and produce original documents of high quality.
- Professional level computer skills which are transferable to university systems.
- Ability to work independently and think conceptually, with a keen attention to detail and superior organizational skills.
- Ability to identify process and service improvements and implement. Problem-solving and analytical skills.
- The ability and desire to work independently as well as be part of a team along with the proven ability to self-start and show initiative.
- Knowledge of various university and school policies and ability to interpret and implement.
- Ability to manage projects and tasks with minimal direction.
- Ability to occasionally work extended and flexible hours in support of the needs of the IOE Department.
- Knowledge and experience with University policies, procedures and systems and proficiency in Wolverine Access, M-Pathways Financial and Human Resource Management System, MReports, Proficiency in calendar management, Qualtrics surveys, Concur and M-Pathways.
- Previous experience working in a higher education/student affairs setting.
- Capacity to anticipate needs and be proactive.
- Proven ability to work with a variety of constituents (administrators, staff, faculty, students, parents, alumni, and the broader Ann Arbor community).
- Experience in an academic setting and executive level support.
Work Schedule: M-F 8:00 – 5:00 pm with some flexibility needed for events occurring outside this normal range, including occasional weekends.
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The University of Michigan is an equal opportunity/affirmative action employer.