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Job Summary

University Human Resources is seeking candidates for the position of administrative assistant.  The successful candidate for this position will perform complex secretarial and administrative duties of a highly responsible, sensitive and confidential nature for the Associate Vice Provost and Senior Director in the Office for Institutional Equity (OIE) and the professional staff, requiring independent judgment and planning.

Responsibilities*

Respond to telephone inquiries and concerns from faculty, staff, outside agencies and the public for the associate vice provost and staff of OIE, utilizing knowledge of University policies and procedures.  Debrief relevant information with associate vice provost.  When appropriate, arrange to have calls returned at a time convenient for the associate vice provost, and obtain necessary background information.

Prioritize incoming mail, including electronic mail; obtain and add background material to facilitate action; check dates of requested future commitments; draft or secure response from appropriate source and maintain referral log.

Manage calendar, exercising discretion and judgment in prioritization of associate vice provost’s schedule, activities and commitments; organize background materials, coordinate the schedule of conference rooms, prepare meeting agendas and greet visitors.

Maintain a tickler file for the month and future months, filing all necessary materials for each workday; print daily calendar.

Represent the associate vice provost and the office to the broad University community and outside agencies.

Research and investigate problems and issues, involve appropriate parties, prepare data and recommend options for solutions.

Prepare reports, correspondence, speeches and presentations from draft to final form.

Support and manage special initiatives and projects; planning, coordinating, scheduling and handling through completion.

Maintain systematic follow-up processes to insure that deadlines are met and that information or material required from other offices is received on a timely basis.

Coordinate travel arrangements, anticipating preferences and needs based on situation, insure that all necessary files, materials and supplies are assembled, and prepare itinerary.

Record and transcribe minutes of meetings when necessary.  Plan agendas, prepare meeting minutes and follow up on actions taken.

Other duties, as assigned.

Required Qualifications*

  • Graduation from high school or an equivalent combination of education and experience

  • 5-7 years of administrative experience

  • Experience in public contact activities, the preparation of written communications and administrative liaison work

  • Demonstrated commitment to customer service and stellar customer service competencies

  • Considerable progressively responsible administrative experience

  • Considerable knowledge of and ability to use advanced business software and computer applications

Desired Qualifications*

  • Considerable knowledge of University policies and procedures

  • Knowledge of University business and operations

  • Considerable experience handling sensitive and confidential information

U-M EEO/AA Statement

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