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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, your salary requirements, and outline skills and experience that directly relate to this position.

Job Summary

ABOUT THE STEPHEN M. ROSS SCHOOL OF BUSINESS

The Stephen M. Ross School of Business at the University of Michigan is a diverse learning community grounded in the principle that business can be an extraordinary vehicle for positive change in today's dynamic global economy. The Ross School of Business mission is to develop leaders who make a positive difference in the world. Through thought and action, members of the Ross community drive change and innovation that improves business and society.

Ross is consistently ranked among the world's leading business schools. Academic degree programs include the BBA, MBA, Part-time MBA (Evening and Weekend formats), Executive MBA, Global MBA, Master of Accounting, Master of Supply Chain Management, Master of Management, and PhD. In addition, the school delivers open- enrollment and custom executive education programs targeting general management, leadership development, and strategic human resource management.

Purpose

The Executive Secretary will provide high-level administrative support to three or more Associate Deans and/or Chief Officers of the Stephen M. Ross School of Business. This position will be responsible for providing comprehensive professional and administrative support in a fast-paced Dean’s office and requires comprehensive experience, strong administrative skills, and broad knowledge of organizational policies and procedures. The Executive Secretary performs duties of a sensitive and confidential nature that require discretion, independent judgment, and decision-making skills. The professional in this position also must be detail-oriented, calm under pressure, able to multi-task and prioritize, and demonstrate sound organizational and communication skills.

Responsibilities*

Contributes to our positive and inclusive work community by building trusting partnerships across the school, continually learning, creating impactful experiences, and working with a sense of ownership for outcomes.  Approaches this work with a commitment to diversity, equity, and inclusion in mind; treating others with respect, dignity, and in a manner where individuals feel they belong; listens, values feedback, and learns from the perspectives of others.

 

Administrative Support

  • Provide comprehensive administrative support to the Associate Deans and Chief Officers. Initiate, draft, edit, and finalize correspondence, reports, meeting minutes, presentations, or other materials as requested. Provide occasional support for Associate Deans’ research using web-based information.
  • Bring items that need the Associate Deans’ and Chief Officers’ immediate attention to the forefront. Follow-up on status, complaints, and requests for information.
  • Manage calendars. Determine or assist in determining attendees at meetings and coordinate meetings, scheduling of conference rooms, prepare meeting agendas and greet visitors. Prepare and/or organize background materials and disseminate accordingly.
  • Plan or coordinate meetings, appointments, conferences or events using project management skills including reserving equipment and rooms, issuing calendar invitations, making meal reservations, and/or placing catering orders.
  • Coordinate domestic and international travel arrangements, ensuring all necessary materials and supplies are assembled, itineraries are prepared and expense reports are submitted.
  • Prepare Pcard reconciliations and/or travel expense reports.
  • Create and maintain follow-up systems and follow-up with individuals as needed.
  • Answer telephones and greet visitors to the Dean’s Office, assisting or referring as appropriate.

Member of Dean’s Office Administrative Support Staff

  • Work independently and within a team on special, nonrecurring, and ongoing projects. Act as a project coordinator for special projects, as requested, which may include planning and coordinating multiple presentations, disseminating information, and organizing special events. Prepare special and periodic reports on projects or activities.
  • Respond and act on behalf of the Associate Deans and Chief Officers using tact and diplomacy in matters of highly sensitive and confidential nature and those requiring comprehensive knowledge of University policies, including interactions with school leadership and other University officials as appropriate.

Required Qualifications*

  • Associate’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.
  • Experience supporting multiple people or acting as the administrative support for a department.
  • High level of interpersonal skills to handle sensitive and confidential situations. Must have demonstrated ability to maintain confidentiality and to exercise discretion and judgment in responding to requests for information.
  • Ability to set priorities, handle multiple assignments and deadlines, and display excellent judgment while operating in a flexible and professional manner.
  • Exceptional 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.
  • Experience in data collection and organization using web-based searches and other techniques for gathering comparative information on a topic.
  • Team player and thrive in a collaborative environment with excellent organizational, analytical, and problem-solving skills and attention to detail.
  • Advanced proficiency in Microsoft Office software, as well as other database, email and calendar-keeping software and technologies is required.

Desired Qualifications*

  • Previous experience in the following areas is strongly preferred: higher education, event planning, and logistics and in University systems, policies and procedures.
  • Working knowledge of Teleconference Systems (Blue Jeans, Skype, etc.)

Additional Information

Skills Testing

Skills testing is required.

 

Physical Demands/Work Environment

Amount of physical exertion expended in office environment, handing materials, tools, operating machines or equipment or required travel or unusual work hours. For example:

 

  • Requires the ability to travel to various locations on campus to conduct work and deliver materials

  • The person in this position occasionally moves through the facility to attend meetings/events and access files or information

  • The person in this position may move books or class materials weighing up to 20 pounds to class locations or other venues for classes or other events.

  • May require work during early mornings, nights, and/or weekends

 

Michigan Ross values a culture of diversity, equity, and inclusion.  We are committed to the development of diverse and culturally intelligent staff who thrive and contribute to a positive and inclusive environment.

The statements included in this description are intended to reflect the general nature and level of work assigned to this classification and should not be interpreted as all-inclusive.

U-M EEO/AA Statement

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