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Note: To be considered for this position, candidates must include a cover letter specifying their interest in and qualifications for this position. The cover letter should be the first page of your resume and uploaded as one document.

Job Summary

The University of Michigan, School of Music, Theatre & Dance, Associate Deans’ Offices seek a high-level experienced individual to provide advanced administrative support to the offices of Undergraduate Academic Affairs and Collaborations and Partnerships.  This position requires broad and comprehensive experience supporting executive level faculty.  The successful candidate will demonstrate the ability to complete a high volume of tasks and projects, with strong attention to detail and discretion.

Reporting to: Associate Dean for Undergraduate Academic Affairs & Associate Dean for Collaborations and Partnerships

    Responsibilities*

    General Support for Both Offices

    • Calendaring/scheduling meetings: Review commitments, prioritize/escalate high priority items, plan for near-term/future events, provide timely and accurate information about meeting participants and purposes, etc.
    • Letters and correspondence: Prepare written communication on behalf of both offices, record meeting minutes, manage document storage and retrieval, handle confidential information, etc.
    • Day-to-day operational activities as appropriate: Serve as initial point of contact for both the Undergraduate Academic Affairs and Collaboration and Partnerships offices, create, revise, and maintain operational procedures for both offices. 

    Financial Support for Both Offices

    • Responsible for Travel: Airfare, housing, airport transportation, itineraries, etc.
    • Manage Purchases/Reimbursements: Pcard/Concur expense reports, procuring of goods/services, PeoplePay, vouchers/invoices, initiate Additional Pay, etc.
    • Review/reconcile monthly: Track budgets, initiate JE’s, and provide updates as needed
    • Manage Budgets: Prepare drafts with narratives, ensure all figures are accurate, share reports with appropriate stakeholders, and ensure balances are maintained per SMTD guidelines

    Support for the Office of Associate Dean for Undergraduate Academic Affairs Support

    • Project Management 
      • Serve as advisory staff responsible for the production and execution of logistics and ensuring timely completion of duties including, but not limited to the following:
      • SMTD Council of Departmental Representatives:
        • This group of SMTD faculty is the primary body responsible for oversight of undergraduate curriculum development for the School.
        • Attend all meetings (usually 3:30-4:50 on the second Tuesday of each month during the academic year), take detailed minutes, receive and organize departmental proposals for distribution, draft agendas, manage google drive repository of materials, manage follow-up to curricular updates with the Scheduling Coordinator and Admissions Department,  and collaborate with the Associate Dean to strategize about and support cross-disciplinary conversations regarding curricular change.
    • Undergraduate Academic Affairs Operations
      • Manage walk-in traffic and respond to questions and inquiries from faculty, staff, students, and parents; routing inquiries to appropriate offices as necessary
      • Manage scheduled office traffic, keeping timely flow of appointments
      • Confer regularly with the Associate Dean to strategize regarding ways to better support student success and facilitate related partnerships and conversations.
    • Undergraduate Academic Affairs Policy Enforcement
      • Relay and uphold University and School policies in relation to academic progress
      • Process academic progress reports for all non-Rackham students
      • Archive and maintain confidential student files in relation to progress reports, medical documentation, and probationary status
      • Assist with the compilation of student awards nominations for commencement, coordinate engraving/printing of physical awards, collaborate with Scholarship/Financial Aid coordinators to facilitate distribution of cash prizes.

     

    Support for the Office of the Associate Dean for Collaborations and Partnerships

    • Take minutes for strategy and partnership meetings
    • Monitor class enrollments for B.A. and minors, and non-major courses, helping to develop assessment tools in Microsoft EXCEL.
    • Proofread partnership agreements, grant applications, and other documents.
    • Help track partnership outcomes and assessments.
    • Other duties as this new office develops.

    Other

    • Serve as backup for other offices, specifically the Dean’s, Associate’s and Assistant Dean, when needed.  Provide assistance during busy/peak times or at times when current staff are out of the office; ensure a collegiate working team environment.
    • Assist in the production and organization of the annual SMTD Commencement ceremony, including rental liaison, securing awards, and house preparations
    • Other duties as assigned by the Associate Deans.

    Required Qualifications*

    • A bachelor’s degree or equivalent combination of education and experience; experience supporting executive level positions a plus
    • Excellent interpersonal skills: ability to handle sensitive and confidential situations that require demonstrated poise, tact, confidentiality, and diplomacy.
    • Excellent written and oral communication skills.
    • Project management experience: demonstrated ability to keep projects and deliverables on time.
    • Demonstrated ability to set priorities and handle multiple assignments and deadlines and display appropriate judgement while operating in a flexible and professional manner.
    • Advanced technology skills including Microsoft Office, Google G suite, Adobe suite.
    • Demonstrated ability to use sound judgment and critical thinking while trying to find solutions to situations that arise suddenly.
    • Demonstrated commitment to actively support and value a broad range of faculty and students of diverse identities and experiences.
    • Maintain operations and professionalism in high-volume, diverse environment; answer and direct calls as needed

    Position Criteria:

    • Demonstrated ability to work effectively with individuals and groups from a variety of identities (both personal and social identities), cultures, backgrounds, ideologies with a commitment towards inclusion.
    • Strong administrative and organizational skills.
    • Ability to manage multiple projects and handle additional responsibilities where needed.
    • Strong interpersonal skills in working with others, as well as excellent written and verbal communication skills.
    • Ability to navigate ambiguity and complexities associated with working in a large and decentralized campus environment.

    Background Screening

    A pre-employment background check must be conducted before a candidate may receive a firm offer of employment to a staff position at the University of Michigan.

    U-M EEO/AA Statement

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