How to Apply
A cover letter is required for consideration for this position and must be attached as the first page of your resume. The letter should address your specific interest in and outline skills and experience that directly relate to this position. Applicants who do not meet these requirements will not be considered.
Job Summary
The Rackham Graduate School seeks a Temporary Administrative Assistant to serve as a member of the Michigan Society of Fellows team. The Michigan Society of Fellows, under the auspices of the Rackham Graduate School, is currently seeking a temporary Administrative Assistant to manage all administrative aspects of the program starting as soon as possible through the end of November, 2025, working closely with and providing support to the Society?s faculty chair. The position will receive functional supervision and support from the Assistant Director for Professional Development and Engagement at Rackham.
The Society selects outstanding applicants annually for appointment to three-year fellowships in the humanities, the arts, the social, physical, and life sciences, and in the professional schools.
The newly appointed postdoctoral fellows join a unique interdisciplinary community composed of their peers as well as the senior fellows of the Society, who include many of the University?s leading scholars. Over the past fifty years, alumni fellows of the Society have gone on to become distinguished scholars at institutions around the world. This position offers access to some of the most exciting new work in academia today.
While we seek a full-time temporary employee, arrangements could be made for a qualified part-time candidate.
Please note: This is a temporary position to provide support while a staff member is on a planned leave. For more information on the Michigan Society of Fellows, go to http://societyoffellows.umich.edu
PLEASE NOTE: Rackham is currently offering hybrid work schedules to staff, requiring 2-3 days per week on-site with the remaining time being remote.
To learn more about the Rackham Graduate School visit https://rackham.umich.edu/
Responsibilities*
Job responsibilities include but are not limited to:
Central to this role is the ability to interpret policies and procedures and determine appropriate courses of action to ensure that the Michigan Society of Fellows is an example of excellence within the University community. The selected candidate will work closely with the Chair to contribute to the daily operations of the Society and its various activities.
Administrative responsibilities include:
Managing the annual international fellowship competition, including:
- responding to applicant inquiries
- assisting applicants and recommenders with the application process
- managing a calendar for the selection process for Society members and University department chairs
- organizing applications and maintaining an applicant list
- coordinating and assigning the review of all applicants by Society members
- reviewing the scores of all applicants by Society members
- preparing the list of applicants being sent to the University department chairs for review and endorsement
- coordinating with University department chairs to confirm their commitment to potentially sponsoring a fellow and their endorsement of applicants for the fellowship
- preparing the list of applicants for the final review by senior fellows of the Society
- Maintaining updated lists of all University deans, directors, and department chairs in MCommunity
- Maintaining and updating all electronic files
- Maintaining clear and consistent communication with Society members about upcoming events, responsibilities, and more with monthly emails and additional correspondence, as needed
- Coordinating communications to Society members with the Chair
Financial Responsibilities include:
- Monitoring and reconciling monthly statements of accounts
- Monitoring payroll to ensure junior fellows are paid accurately and resolving payroll issues as needed
- Reviewing and approving expenditures
- Maintaining records for junior fellows' research, travel, and relocation allowances
- Monitoring the budget in collaboration with Rackham Finance and Fellowships
Events planning responsibilities include:
- Organizing (rsvp collection, ordering catering, preparing event materials, etc.), and attending monthly dinner research presentations and lunch colloquia
- Organizing (rsvp collection, ordering catering, preparing event materials, etc.), and attending welcome events, meetings, and other programming for fellows as it arises
- Assist with planning and logistics for the MSF 55th Anniversary Symposium - November 6-7, 2025
Other responsibilities include:
- Providing orientation to incoming junior fellows and assisting them in getting settled in Ann Arbor
- Onboarding of incoming senior fellows to the Society
- Coordinate purchasing necessary office equipment and supplies
- Finalizing and publishing fall newsletter to current and alumni members via Mailchimp
- Other duties as assigned
Please Note: Some flexibility of scheduled work hours is required, including evenings, on a prior scheduled basis.
Required Qualifications*
- Bachelor's degree in Business Administration or a related field and one year of general business experience; or an equivalent combination of education and experience with a minimum educational level of high school graduation and at least five years of responsible clerical or business office experience, including accounting and office management duties.
- Administrative support experience
- Excellent planning, organizational, and work coordination skills are necessary, including a positive, flexible attitude with excellent attention to detail and the ability to prioritize and meet deadlines in a timely manner
- Strong interpersonal skills, including the demonstrated ability to communicate effectively, both orally and in writing
- Ability to work collaboratively to plan, implement, and coordinate programs and events
- Demonstrated ability to exercise considerable respect, discretion, initiative and diplomacy in assisting people in matters of a sensitive and confidential nature
- Demonstrated organizational skills to plan, organize, and manage multiple tasks in a timely manner with excellent attention to detail and a high degree of accuracy
Advanced knowledge of and demonstrated proficiency with Windows operating systems, MS Office Products (MS Word and Excel), Adobe Acrobat Pro, Google Tools (docs, sheets, forms, etc), and project management software (ClickUp, Asana, etc.)
Desired Qualifications*
- Ability to begin in May 2025
- Familiarity with the MPathways HR and Financial systems
- Familiarity with University of Michigan policies and procedures
Modes of Work
Positions that are eligible for hybrid or mobile/remote work mode are at the discretion of the hiring department. Work agreements are reviewed annually at a minimum and are subject to change at any time, and for any reason, throughout the course of employment. Learn more about the work modes.
Application Deadline
Job openings are posted for a minimum of seven calendar days. This job may be removed from posting boards and filled any time after the minimum posting period has ended.
U-M EEO Statement
The University of Michigan is an equal employment opportunity employer.