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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

This position provides reception duties and general office assistance to the Office of the Dean and secretarial and administrative support to the Executive Assistant to the Dean.  This position will provide exceptional customer service to faculty, staff, students, alumni, and visitors.

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.

Management of Michigan Ross Dean’s Office Reception Area

  • Serve as the central telephone contact for the Dean’s Office by triaging calls from faculty, students, parents, staff, alumni, donors, and the public.  This requires familiarity with student issues, as well as an up-to-date knowledge of University activities/policies. 
  • Track the schedules of Leadership Team members using a high level of discretion when answering questions about the availability and location of those individuals.
  • Greet visitors (faculty, students, parents, staff, alumni, donors, and the public), determine needs, and provide directional assistance based on knowledge of Dean’s Office organization and structure.
  • Oversee the scheduling and use of up to four conference rooms by monitoring the rooms’ calendars; coordinate special room arrangements and equipment needs; provide troubleshooting assistance with conference room equipment and communicate deficiencies to Ross IT; provide general oversight of conference rooms (e.g. appearance, supply inventory).
  • Receive, sort, and distribute the US, campus, and express mail for the entire Dean’s Suite.
  • Maintain all office and food supplies for the Dean’s Suite.

Direct Dean’s Office Administrative Support

  • Generally assigned to increasingly complex tasks, events, projects and reconciliations.
  • Manage and prioritize work requests.
  • Assist with verbal and written communications including composing, typing, formatting, editing, proof-reading and revising using correct grammar, punctuation and spelling.
  • Exercise discretion in processing communications and inquiries of a sensitive and confidential nature.
  • 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 travel arrangements and prepare itineraries.
  • Prepare monthly p-card reconciliation and/or travel expense reports.
  • Create and maintain organizational systems for electronic and paper files; create and maintain databases.
  • Access appropriate information and files, as applicable.

Other

  • Work as part of support staff team to provide exceptional customer service and serve as a resource of information to faculty, staff, students, alumni, and visitors.  Coordinate and balance workload with other team members, and assist in providing appropriate coverage during absences.
  • Respond to and follow-up on inquiries from other departments, campus community and the general public in a timely manner.
  • Participate in orientation/on-boarding activities and cross-train with other staff members and temporary employees including maintaining department guidelines and procedures and other related reference materials for departmental use.
  • Assist with ordering and maintenance of appropriate office and kitchen supplies.  Place service calls, as necessary, for office equipment and general office maintenance.
  • Assist with special projects and other duties as assigned.

Required Qualifications*

  • High school diploma or equivalent is required. 
  • 1-3 years previous administrative support experience, preferably in an academic setting.
  • Outstanding customer service, interpersonal and communication skills are essential.
  • Ability to multi-task, organize workload and exercise discretion with sensitive and confidential information is critical.
  • Demonstrated accuracy, attention to detail, professional presence/demeanor is essential.
  • Positive customer service-oriented attitude, flexibility and the ability to work both independently and as a team member are critical.
  • Must have excellent judgment; ability to function productively in an ever-changing, high-stress, fast-paced environment with numerous interruptions.
  • Must be able to set priorities, exercise initiative, work simultaneously on numerous projects and meet/negotiate deadlines (sometimes last minute deadlines) on a daily basis.
  • Must possess a substantial amount of experience and a high level of proficiency, speed and accuracy with PC software in Microsoft Windows environment, particularly Word, PowerPoint and Excel; ability to learn quickly and adapt to new computer software and technologies is necessary.
  • Must be able to communicate effectively and follow written and verbal instructions, working with a very diverse group of colleagues, faculty, staff, students, alumni, and visitors.
  • Must be supportive of, and participate in, change initiatives to improve service, efficiencies and/or productivity.

Desired Qualifications*

  • Associate or Bachelor’s degree desired.

Additional Information

Skills Testing

Skills testing may be required.

Physical Demands/Work Environment

  • The person in this position routinely communicates with faculty, staff, and students about programs, events, activities, etc.
  • The person in this position occasionally moves through the building to attend meetings/events and access files or information.
  • The person in this position routinely moves boxes weighing up to 50 pounds.
  • 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.