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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.

Job Summary

Administrative and secretarial duties for the Dean:

  • Performs advanced, diversified, and confidential secretarial and administrative duties requiring broad and comprehensive experiences, skill, and knowledge of organizational policies and practices. 
  • Screens telephone calls and visitors, and independently resolves routine and complex inquiries.  Schedules and maintains calendar of appointments, meetings, and travel itineraries, and coordinates related arrangements. 
  • Acts as liaison with internal and external groups/offices/constituents.  Follows up on activities and communications as needed and without external reminders.  Prepares correspondences, memoranda, reports, etc.  Initiates routine and some non-routine correspondences and memoranda. 
  • Composes correspondences for dean’s signature.  Builds and maintains confidential personnel and business files for the college.  Operates a personal computer and appropriate software packages or its equivalent. 
  • Makes independent decisions regarding planning, organizing, and scheduling work. 

  Meetings-Preparation, Attendance, Follow-Up:

  • Compiles data, statistics, and other information and materials for meetings, lectures, etc.  Gathers agenda items from faculty, Deans, and administrative sources and prepares agendas.  Books rooms and orders food/beverages/extras for meetings.  Attends 2-5 hours of meetings per week to gather minutes, then prepares and distributes minutes of meetings within required schedules (Executive Committee, Council of Chairs, and assistance with Governing Faculty).  Independently follows up on routine and complex actions items on Dean’s behalf.

HR related duties:

  • Coordinates faculty hiring between departments, Dean’s Office, and Human Resources.  Distributes necessary paperwork, collects/updates posting packets, posts tenure track faculty openings and Lecturer job openings.  Coordinates interview processes between departments and Dean’s office.  Schedules dean’s interviews, collects vitas, drafts offer letter on Dean’s behalf, and coordinates forwarding of necessary information to HR.  Coordinates processing of chair/associate chair/program director appointments and necessary HR and regental paperwork. Collects tenure track and tenured faculty annual reviews.  Maintains schedule and tracks progress and completion of 2 & 4 years reviews, and post-promotion reviews.  
  • Coordinates and distributes all SEHS merit letters with HR. Uploads and maintains personnel records in database. Maintains accurate records of modified duties, sabbaticals, tenure-clock delays, leaves of absence, etc.  

 Promotion and Tenure:

  • Maintains promotion and tenure eligibility lists.  Manage data and schedule between candidates, departments, Dean’s office, and Provost’s office, as well as being mindful of dates set forth by the Ann Arbor campus. Coordinates P & T process with the Provost’s office. Prepares, sends, and collects external reviewer correspondence on the Dean’s behalf.  Screens incoming external review letters and notebooks for potential problems or missing information.  Creates review schedule for the Executive Committee, as well as maintains a record of decisions.

Other Duties as assigned:

  • Plans and executes special projects as they come up, including non-routine meetings, event planning, workshops, and retreats.  Gathers data, compiles, and completes SEHS Annual Report.  Updating and incorporating suggestions of Deans and Executive Committee into policy and procedure documents.  Holds and maintains P –Card, works occasionally in Concur, and keeps current on University software and web interfaces related to human resources, financials, or other data tracking software.

Required Qualifications*

  • Bachelor’s Degree
  • 3-5 years of related administrative experience
  • Excellent organizational skills, attention to detail, and ability to independently track multiple projects simultaneously with minimal errors or lapses in follow-up
  • Excellent written and oral communication skills
  • Ability to analyze, compare, and evaluate various courses of action and make independent decisions on matters of significant, free from immediate direction, with the scope of his/her responsibilities
  • Ability to operate current complex administrative software and keep apprised of new technologies
  • High level of discretion and ability to keep confidential information appropriately contained
  • Ability to be flexible in response to the demands of the position

Desired Qualifications*

  • Prior experience working with upper-level university administration
  • Knowledge of the University of Michigan – Flint, department policies, rules, and regulations
  • Prior experience within institutions of higher education
  • Experience with a demanding, fast-paced work environment requiring extensive and varied communication with co-workers
  • Experience with Blackboard or other context management systems

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.

U-M EEO/AA Statement

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