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 this job.
Job Summary
This position provides general office administrative assistance and coordinates the units internal and external communications, including office presence and coordination, graphic design and creation of written content, dissemination of student and faculty news to the community, and regular communications about upcoming events. They closely collaborate with other members of the staff and faculty to orchestrate and promote events and to identify appropriate Social Media presence and monthly update emails and annual newsletters. They also liaise with other units within the university and in the external community.
A positive and inviting approach is crucial to this position, in addition to the ability to work both independently and collaboratively. A successful candidate will be flexible, a critical thinker, comfortable with large and small scale change, and have an eye for process improvement.
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 Raoul Wallenberg Institute at the University of Michigan (U-M) was established in December 2023. We are bringing together leading U-M expertise and diverse perspectives toward a safer and more inclusive world, and even more, a brighter world of peace, announced President Santa J. Ono.
Raoul Wallenberg, the institute's namesake, was a Swedish humanitarian who graduated from the University of Michigan with a degree in architecture in 1935. Nine years later he volunteered to work in Budapest on behalf of the US War Refugee Board to aid US efforts to rescue European Jews during the Holocaust. He is credited with saving some twenty thousand Jews from deportation to the Auschwitz death camp by establishing safe houses and handing out Swedish protective papers. Wallenberg was made an honorary citizen of the United States by President Ronald Reagan one of only eight people in history to receive this honor and was awarded the Congressional Gold Medal by President Barack Obama. Since 1985, Wallenberg's legacy has been honored at the University of Michigan through the Wallenberg Medal and Lecture and the Wallenberg Fellowship.
The Wallenberg Institute fosters the values embodied by Raoul Wallenberg empathy, tolerance, courage, and leadership by studying hatred directed against religious and ethnic communities, fostering cross-cultural understanding, and elevating civic discourse. Through teaching, research, and public engagement, the institute will develop strategies to combat antisemitism, divisiveness, and discrimination.
Responsibilities*
Key responsibilities include, but are not limited to, the following:
Office Administration - 50%
- Provide front-line office support
- Effectively maintain the Directors calendar and avoid conflicts in the schedule, coordinating meetings on his/her behalf.
- Take meeting minutes for Executive and other relevant committee meetings
- Help maintain all office common areas which includes the Institutes shared space, coffee/snack area, copy machine, and other commonly used spaces.
- Order and inventory office supplies
- Represent the Institute by regularly attending the LSA All-Staff Forum, ACAP (All Campus Administrative Professionals) meetings, and other LSA and University forums to stay abreast of administrative policies and best-practices.
- Assist with special projects and provides back up support to departmental staff as needed.
- Post and manage applications and calls for fellowships and staff positions
Graphic Design - 20%
- Produce publicity for events and other institute initiatives including high quality posters, fliers and invitations.
- Develop (or re-develop) professional-quality promotional material for the units programs and major events; including brochures, flyers, handouts, posters, diag boards.
- Produce conference handouts or other necessary materials as needed.
- Collaborate with staff on design and procurement of departmental swag.
Newsletter & Development Communications - 15%
- Oversee the production of the Department e-newsletter.
- Write and disseminate news stories; maintain detailed records of news items, stories, and featured personnel and activities.
- Partner with the staff at University News Services on publicizing outside of the university community.
- Help coordinate annual fundraising campaigns.
- Leverage social media and Google tools for events, updates and maintain publicity email groups.
- Work with media outlets such as the Ann Arbor News, Ann Arbor Observer, MLive, etc. Work with faculty and staff on general departmental promotional brochures and materials.
- Manage the main page of the units websites.
- Oversee website updates for events.
- Compile analytics/reports for unit leadership about the efficacy of our digital presence.
- Arrange for major events to be photographed or recorded and develop a visual catalog of the units history.
- Maintain organized repository of digital media for use in publications.
Events Support and Publicity - 15%
- Facilitate planning of a range of events from departmental conferences to smaller lectures, colloquia, and seminars.
- Work closely with faculty, fellows, visitors, and staff to plan for catering, hosting, venues, travel, and other details.
- Communicate with guest lecturers regarding itineraries, travel and hotel arrangements.
- Provide technical support to presenters using department conference rooms equipped with computers/projectors/recording equipment.
- Publish unit, faculty, and student events on the University event calendar, unit websites, and on social media platforms as appropriate.
- Keep department calendars up-to-date with events.
- Coordinate any evaluations of events.
- Assist with budget preparation and projections, track funding and monitor event budgets.
- Coordinate all financials with the business office. Manage PCard expenses; facilitate honorarium processing and reimbursements for guest lecturers.
Required Qualifications*
The successful candidate must possess the following skills and experience:
- 1 -2 years of progressively responsible administrative work experience (or equivalent) in the areas of communications, event planning, graphic design, and high quality customer service.
- The ability to work independently, as well as part of a collaborative team, while promoting a culture of respect and cooperation.
- Excellent written, oral, and interpersonal communication skills.
- The ability to produce accurate work with attention to detail, prioritize multiple projects simultaneously, and successfully meet deadlines.
- A flexible schedule, allowing for coverage of occasional evening and weekend events.
- This job requires the ability to move materials weighing up to 25 pounds to a height of 3-4 feet and set them on tables, carts, or other surfaces.
Desired Qualifications*
- Bachelors degree in Marketing and Communications or equivalent combination of education and experience; knowledge of U-M and LSA; competency using graphic design software; knowledge of AEM, MBox, Google Workspace & Calendar; experience planning and arranging events of various sizes in an academic setting.
- Demonstrated experience with complex, large-scale, multi-venue academic conference and seminar planning, including those on a national level
- Proven facility with a wide variety of social media, including YouTube, Facebook, Twitter, Instagram, and LinkedIn.
- Knowledge of and experience with website and social media management tools.
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
The salary range for this position is $40,000 to $50,000. Please note a higher salary may be offered for well qualified candidates.
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.