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 it. Candidates who do not include a cover letter with their resume will not be considered for this position. Individuals selected for later stages of the evaluation process may be asked for additional materials relevant to the role.
Job Summary
The Museum of Paleontology in the College of Literature, Science, and the Arts currently has an opening for a part-time (70% - 28 hours/week) Administrative Assistant Senior position with primary duties related to administrative support, collections and publications compliance, and museum outreach and communications work. If workload demands increase and College funding permits, this position may be eligible for full-time work in the future.
Administrative offices and faculty labs, offices, and museum collections are located on the central campus in the Biological Sciences Building (BSB) and in the Research Museums Center (RMC) on Varsity Drive. This position will primarily be in the BSB on central campus, but may occasionally have duties in the RMC. A regularly scheduled shuttle service between the two buildings is available. This position works Monday through Friday and may work on campus or hybrid (both remote and on campus).
This is a year-round position that reports to the museum's Operations Administrator and works closely with the museum Director, curators, staff, and students.
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.
Who We Are
The U-M Museum of Paleontology (UMMP) is a research museum dedicated to the study of ancient life, environments, and how they have changed over time. We take an interdisciplinary approach to research in our collections, facilities, and across the globe. UMMP facilities and personnel are distributed between multiple buildings. Our core asset is a collection of over 4 million objects used primarily for research; our collections are not open to the public. However, many UMMP specimens are on display at the U-M Museum of Natural History, which is free and open to the public. The popular Fossil Prep Lab in the U-M Museum of Natural History is an active UMMP lab. Our faculty and students work in this space, preparing fossil specimens for our collections. Our unit works closely with the Department of Earth and Environmental Sciences and the Department of Ecology and Evolutionary Biology.
To learn more about the Museum of Paleontology, visit https://lsa.umich.edu/paleontology
Responsibilities*
Museum Compliance and Collections Administrative Support - 50%
- With the Operations Administrator, works with collection managers, EHS, and U-M export controls to ensure shipping is compliant with applicable laws.
- Notify borrowers regarding overdue loans and facilitate returns.
- Assist in conducting specimen inventories as required for reposited federal museum property.
- Verify lab safety course completion for lab users.
- Assist the collections managers and Operations Administrator in the maintenance of files for EHS Liability Waivers, copyright transfers (for publications), and commercial-use image licenses.
- Research copyright status for archive materials as needed.
- Process and upload UMMP Data to Deep Blue Data following established metadata standards in compliance with University policy.
- Monitor automated alert system for UMMP data creation at CTEES facility in compliance with University policy.
Creation and Coordination of Museum Communications - 20%
- Engage with unit stakeholders to gain awareness of unit activities (grants, publications, meetings, defenses) to understand the science of the museum and generate content related to those activities (e.g., via attendance of weekly museum seminar).
- Create and manage both print and digital content for museum communications including the annual newsletter, donor communications, posters, and other signage.
- Manage and, where appropriate, generate graphics and editorial content for several websites related to the museum. Add/remove personnel profiles on a regular schedule to accurately reflect unit composition.
- Oversee, create, write and manage social media presence for museum social media sites and other platforms.
- Monitor analytics for museum websites and social media content to measure content effectiveness and guide strategy. This includes performing regular assessments of site traffic, demographics, and web traffic.
- Collaborate with other departments/museums to cross-post news stories and events.
- Maintain, and organize a digital library of photographs/images used for websites and/or social media. Photographing events and museum work as needed.
- Work closely with the LSA Advancement Office for fundraising activities. Manage donor information for fundraising activities in compliance with College and University policy.
- Research, evaluate, and learn new tools to support communication needs.
Museum Publication Coordination - 15%
- Develop, in coordination with museum publications editor, clear protocols and workflows for manuscript submission, review, publication, and archiving.
- Typeset and curate files associated with the museum's two publication series: Contributions from the Museum of Paleontology, University of Michigan and University of Michigan Papers on Paleontology.
- Use Adobe InDesign for editing and layout according to pre-set printing standards.
- Prepare museum's publications according to the museum's requirements; prepare digital copies for upload to the University's online digital library (Deep Blue).
- Maintain and update unit's Google Scholar as it relates to any publications based on museum specimens.
Administrative Support - 15%
- Answer the museum's main office phone line and general email inquiries.
- Maintain electronic files and records related to administrative support operations. Process, scan and photocopy documents as needed.
- Provide event assistance for the annual Case Lecture and other museum events.
- Assist the Director and Operations Administrator in carrying forth the museum's goals and mission.
Required Qualifications*
- At least four years experience in administrative roles requiring independent judgement, maintaining organized and accurate records, and initiating and managing both one-time and recurring work tasks to meet deadlines and support efficient operations.
- Proficiency with technology and software used in an office environment.
- Strong communication and writing skills.
- Exemplary customer service skills.
- Ability to work effectively both independently and within a team environment.
- Excellent time management and organizational skills.
Desired Qualifications*
- Associate or Bachelor's degree or combination of work experience and education.
- Previous experience in publications design and production, web content management, and social media posting.
- Prior experience writing, editing, and proofreading copy for public dissemination in both print and digital outlets
- Working knowledge and experience with Adobe InDesign, Adobe Acrobat, Adobe Experience Manager, WordPress, Google Analytics, Google Scholar, and/or social media analytics.
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.
Additional Information
As one of the world's great liberal arts colleges, LSA pushes the boundaries of what is understood about the human experience and the natural world, and we foster the next generation of rigorous and empathetic thinkers, creators, and contributors to the state of Michigan, the nation, and the world.
To learn more about LSA's Mission, Vision and Values, please visit http://lsa.umich.edu/strategicvision.
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 Statement
The University of Michigan is an equal employment opportunity employer.