Apply Now Clicking "Apply Now" opens the link in a new window.

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. Candidates who fail to meet this requirement will not be considered for this position.

Job Summary

As an integral part of the College of Literature, Science, and the Arts (LSA), the Kelsey Museum of Archaeology houses a collection of more than 100,000 artifacts from the Mediterranean and Near East, including one of the world’s great collections of excavated Graeco-Roman artifacts from Egypt. The Kelsey sponsors ongoing fieldwork and research projects and a lively exhibition program geared both to the general public and to academic audiences. Activities also include an extensive program in public education and outreach, an ever-increasing web presence, and a program of publications serving all facets of our endeavors. 

The Executive Secretary role provides high-level support to the Chair, Chief Administrator, and administrative office, and serves as a lead coordinator for the department’s strategic plans and initiatives in collaboration with the Chair and Chief Administrator. The responsibilities of this position support the teaching, research, and outreach of the unit ensuring that communication and the dissemination of information is facilitated within the administrative team, and the department at large.  

Key skills and attributes required for this position include:

  • An individual that embraces the mission and vision of LSA and the University of Michigan Kelsey Museum of Archaeology.
  • An individual who demonstrates the principles of integrity and trust, accountability and sound judgement, collaboration and innovation, and positive and engaged community
  • High-level administrative experience in an academic setting, preferably at U-M or a comparable institution.
  • An innovative and agile approach to work in every context.
  • An ability to learn quickly and manage projects in a growing and rapidly changing workplace.
  • An ability to multi-task and be proactive, often supporting a wide variety of diverse assignments with a high degree of composure and collegiality.
  • An approach to work that combines initiative, discretion, accountability, and sound judgment regarding sensitive and confidential matters.
  • Demonstrated excellence in writing and editing skills.
  • Demonstrated savvy in relation to digital environments, and an openness to learning new software tools as those environments change.

The Kelsey Museum of Archaeology advances understanding and appreciation of the ancient world through our collections, research, exhibitions, and fieldwork. To learn more about the department, visit https://lsa.umich.edu/kelsey

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.

Responsibilities*

Responsibilities include but are not limited to the following:

 

Support for Chair, Chief Administrator, and the Administrative department 

Manage Chair and CA calendar and meeting coordination as applicable. Support faculty and staff hire processes and coordinate travel for colleagues, affiliates, and visiting researchers.

 

Plan and coordinate department meetings

Facilitate the schedule, communication, and documentation of all of the unit’s meetings including Executive Committee, all staff meeting, and strategic planning meetings.

 

Assist with donor stewardship and membership initiatives

Compose and initiate original correspondence to donors, and to support membership programs and fundraising initiatives. Manage communication with membership including museum updates, annual solicitations, and special events.

 

Manage social media platforms for the museum in collaboration with faculty/staff/students

The communication to audiences highlighting collections, exhibitions, research, and fieldwork is an essential part of this role. Through social media platforms the Kelsey can continue to educate and engage audiences, encouraging greater visitor attendance, access to collections, and an active dialogue on relevant issues and initiatives. This is especially significant for audiences that have limited access to on-site resources.

 

Financial operations support

Provide support for purchasing card reconciliation and deposit activity.

 

Prepare statistical reports for museum and program attendance

Work with Chief Administrator to compile and generate statistical information for annual reports and grant applications. Organize document archives and policies applicable to museum accreditation and operations.

 

Archive management

Provide support to the Chief Administrator and Administrative Specialist to ensure that records are maintained in compliance with LSA/U-M standards and best practices, including personnel, financial, and unit-wide documents and communication.

 

Oversight of supply inventory and purchasing

Maintain administrative supplies and equipment for the unit and provide support for the purchasing needs of all the unit’s departments. Oversight of the unit’s publications including inventory, shipping to distributor, researchers, and affiliates as applicable.

 

Unit communication & correspondence

Oversight of Kelsey main phone line and email correspondence.Responsible for outgoing and incoming mail and packages.

 

Support gift shop activities

Provide support for ordering, inventory, customer service needs, and student employee support.

Required Qualifications*

This position requires an extremely high level of organizational skills and a high degree of confidentiality. Outstanding interpersonal as well as communication skills (written and verbal) are required. The applicant must be a fluid writer able to draft and edit multiple forms of documents for the Chair and Chief Administrator. The successful candidate will have the ability to work effectively with a diverse group of students, faculty, and staff and to handle sensitive and confidential materials and situations as well as value differences.

We require a high level of proficiency with information technology applications including spreadsheets, presentation software, and word processing. Experience is required in all Microsoft Suite software, Adobe Acrobat and InDesign, Google applications, Zoom, and the initiative to identify and use new software to enhance our major projects. 

Another essential and required responsibility of this position is the management of the Kelsey’s social media platforms in collaboration with Kelsey leadership and our staff/students.  This facet of communication is critical to support engagement with all of the Kelsey audiences highlighting collections, exhibitions, research, and fieldwork.

We require a demonstrated high level of critical thinking, problem solving, and decision making.  The successful candidate must be a self-starter; must be able to set priorities and handle multiple assignments and deadlines; must learn quickly and stay calm in the face of concurrent tasks; and must possess evidence of successful adaptation to change and display excellent judgement while operating in a highly professional manner. The Kelsey Museum depends on our staff to work successfully in a team environment, as well as work independently with minimal supervision. We are looking for someone who shows the desire to identify opportunities for improvements in processes, as well as a willingness to assume additional responsibilities.

Desired Qualifications*

A bachelor’s degree or higher in a relevant field is highly desired.

At least five years of administrative support to an upper level manager/executive is desired, preferably in an academic setting.

Work Schedule

Hours/Week:                     40 hours/week

Shift/Hours/Days:             Monday–Friday, 8 am–5 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

The Salary Range for this position is $48,000–$52,000. Please note a higher salary may be offered based on equity and the selected candidate’s experience.

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 are performed in compliance with the Fair Credit Reporting Act.

Application Deadline

Job openings are posted for a minimum of seven calendar days.  The review and selection process may begin as early as the eighth day after posting. This opening 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.