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Job Summary

The University of Michigan-Dearborn seeks an experienced Executive Assistant to provide  high-level administrative and executive support in the Office of the Provost, providing support to the Provost Office Leadership team, including management of calendar scheduling, travel arrangements, as well as administrative and operational activities for the Provost Office. This individual will perform administrative duties of a highly responsible, sensitive and confidential nature, requiring demonstrated qualities of efficient and imaginative  management and planning. This position requires a commitment to quality work, independent judgement to manage multiple tasks, a pledge to service excellence, significant flexibility and a positive team-based approach to problem solving. 

 

Responsibilities*

  • Scheduling for provost and associate provosts.

  • Providing support for Provost in terms of managing deadlines ahead of schedule, anticipating needs and planning as necessary.

  • Assisting with written communication on behalf of the Provost and drafting of appointment letters.

  • Reviewing/actioning monthly missing timesheet reports, reviewing monthly department reports, probationary periods, I-9 processes, IT Comm issues, other personnel and financial issues/questions; management of HR/recruiting processes for office, as needed; budget clearance form routing

  • In consultation with Provost Office leadership, perform PAR reviews and approvals, invoice approvals, expense approval questions/reports

  • Oversight of coordination of events and meetings (i.e., faculty awards ceremony, student Honors Convocation, staff/team events, Provost Office listening sessions, etc.)

  • Facilitation of Council of Dean agenda

  • Screening of phone calls/mail

  • Drupal (website) ambassador

  • Purchasing/ordering of supplies as needed

  • Travel management for provost, associate provosts as needed

  • Management of space/office relocation projects, as needed and in consultation with provost and associate provosts

  • Administrative support for the periodic university accreditation visit of the Higher Learning Commission

  • Other duties as assigned

Required Qualifications*

  • 10+ years of administrative experience supporting elevated or executive level leadership

  • Adaptable to various competing demands and experience in delivering the highest level of customer service and responsiveness

  • Proven organizational skills that reflect ability to analyze data and prioritize multiple projects seamlessly with excellent attention to detail

  • Exceptional written and oral communication skills with the ability to effectively communicate and work with all levels of constituents while operating in a fast-paced, proactive customer service environment

  • History of being a team player and the ability to thrive in a collaborative environment while also able to work independently

  • High level of interpersonal skills with the ability to maintain confidentiality and exercise discretion

  • Advanced proficiency in relevant software (Microsoft Office Suite, Google applications, and financial reporting systems)

Desired Qualifications*

  • Bachelor’s degree

  • Experience working in higher education

  • Knowledge of University of Michigan systems, policies and procedures

  • Competence with technology in general, including web and graphic design experience 

 

U-M EEO/AA Statement

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