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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 must include examples of how your past work experience is applicable to this position. This position will be open until filled, however for best consideration, please apply by August 1, 2021.

Job Summary

The position of Executive Secretary to the Provost plays an important role in the Office of the Provost at the University of Michigan-Flint.  Reporting directly to the Provost, this role is responsible for providing a broad range of complex and sensitive administrative duties essential to the effectiveness of the Provost. 

Responsibilities*

Serve as the point person and/or liaison for faculty and staff of Academic Affairs on behalf of the Provost in terms of answering questions, assisting faculty, including research and/or tracking down appropriate information as needed.

 

Coordinate university promotion and tenure process including establishing a yearly timeline, working with units in gathering/developing necessary documentation, development of casebooks of upwards of over 100 pages per candidate, and submitting promotion recommendations to the Regents.

 

Maintain an accurate personnel database and files of all faculty that includes new hires, resignations, retirements, archival information, sabbaticals, and generating appropriate reports and Regents Communications.

 

Maintain the Provost’s calendar and schedule.  Provide backup information and materials for meetings.  Serve as a payroll timekeeping delegate for the Provost and other leadership as assigned.  

 

Serve as staff support on a number of committees with responsibilities including developing agendas, taking and posting minutes, scheduling meetings, appropriate email correspondence, and hosting arrangements.

 

Work closely with the Financial Services & Budget in maintaining the Office of the Provost budget creating requisitions, purchase orders, budget transfers, non-PO vouchers, Concur reports, allocations, and projections.

 

Work on projects designated by the Provost such as, but not limited to, coordination of Academic Affairs Convocation, planning and organizing related awards events, scholarship awards programs and Provost Research Grants.

 

Serve as partner and lead with Academic Affairs administrative support staff in the efficient processing of appropriate information and documents necessary for the smooth operation of Academic Affairs and/or meeting specific requirements of Ann Arbor.

 

Serve on the Core Commencement Committee coordinating all aspects of faculty involvement, including maintaining the database, ordering regalia, supervising the robing room, selection of platform participants, and arranging the processional.

 

Maintain complex electronic filing systems and records such as all Academic Affairs agreements, accreditation records, etc.

 

Other duties as assigned including where appropriate, supervision of assigned staff in the Provost Office.

 

Required Qualifications*

Bachelor Degree or a combination of education and professional relevant experience.

 

Minimum of 5 years of progressive responsibility in administrative support to a high level official.

 

Possess excellent oral and interpersonal skills being able to work independent of direct supervision while exercising good judgment and discretion in matters of a highly confidential nature.

 

Possess excellent networking and writing skills with the ability to draft communications to the Regents, reports, correspondence on behalf of the Provost, and with the ability to draft summaries from large documents.

 

Strong proficiency in the use of computers including various software applications for example Google, Excel, Word, PowerPoint, etc..

 

High organizational skills and attention to accuracy and detail with the ability to work under pressure and multi-task on a daily basis setting priorities and meeting deadlines.

 

Ability to coordinate very large projects with multiple steps/details proficiently through completion.

Desired Qualifications*

Experience in working within M-Pathways Financial and Human Resources networks including Concur and PeoplePay desirable.

 

Knowledge and experience using Qualtrics desirable.

 

Experience in working in a university setting and/or specifically Academic Affairs desirable

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.  Salary will be competitive and based on relevant experience and expertise to the job duties of the posting.

U-M EEO/AA Statement

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