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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

The Department of Ecology and Evolutionary Biology is seeking a qualified Executive Secretary to provide administrative support to the Chair and the Chief Administrator of the EEB 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.

Responsibilities*

Administrative Support:

Provide secretarial and administrative support of a highly responsible, sensitive and confidential nature to the Chair and Chief Administrator.

Manage calendar for the EEB 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, faculty/staff, 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, faculty, staff, the community, and external agencies.

Represent the EEB Chair, as requested, in communication with UM schools and colleges, external entities, students, and others.

Initiate confidential written correspondence (email and formal letters) requiring interpretation and application of departmental, college, and University policies and procedures.

Establish and maintain appropriate files and filing systems, assuring accuracy, completeness, and availability of office records, files, resource data and various reports.

Assist in reconciliation, management, and monitoring of purchasing card for the position utilizing the University financial management system (Concur).

Process travel and expense reports for the Chair in accordance with UM policy.

Maintain professional relationships with LSA Dean’s Office, fellow staff members and other chair assistants.

Promote atmosphere of teamwork and provide backup support for other staff as needed.

Other duties as assigned.

Meeting and Committee Support:

Schedule and organize complex one-time and recurring activities such as meetings, travel, conferences, hosting, speaking engagements and presentations for the Chair.

Provide administrative support to select committees, groups, and initiatives including but not limited to:  the EEB faculty meetings, EEB Executive committee, the EEB Promotion & Merit Committee, and departmental Town Hall meetings.

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 3 days in advance to ensure proper preparation for meetings.

Faculty Recruiting:

Assist in managing faculty recruiting process. Create MBox sites; 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:

Provide management of process for tenure track and research 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 LSA

Manage faculty annual review (FAR) process assuring compliance and timeliness of process. 

Prepare and assist with annual Lecturer reviews, major reviews and appointment letters.

Coordinate sabbatical request forms and work with the Chair and LSA to gain approval.

Assist with faculty awards and nominations.

Required Qualifications*

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, Adobe Acrobat, M-Pathways HR and Procurement systems.

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.

Desired Qualifications*

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, and Concur.

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, alumni, and the broader Ann Arbor community).

Experience in an academic setting and executive level support.

Work Schedule

Work Schedule: M-F 8:00 – 5:00 pm

Additional Information

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

Background Screening

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.

Mission Statement

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.

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.