How to Apply
A cover letter is required for consideration for this position and should be attached to 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 position.
Job Summary
The College of Literature, Science and Arts is seeking qualified candidates for the position of Executive Assistant. A core liberal college in one of the nation's premier public research universities, the College offers a vast array of opportunities for learning and research both within the traditional disciplines and in interdisciplinary programs, along with a range of resources that perennially attract the strongest students and faculty. The College offers more than 100 degree programs in over 75 academic departments and programs.
This position functions as a member of the LSA Dean's Office team and provides direct support to the Chief People Officer, the Director of Internal Communications, and other senior staff as assigned. The selected individual will provide highly responsible, proactive, and professional administrative support on matters of a visible and confidential nature, using sound judgment, dependability, flexibility, discretion, and excellent interpersonal and organizational skills. This individual handles multiple complex tasks and interacts with individuals at all levels of the College, University, and externally to the University.
Why Work at Michigan?
In addition to a career filled with purpose and opportunity, the University of Michigan offers a comprehensive benefits package to help you stay well, protect yourself and your family, and plan for a secure future. Benefits include:
- Generous time off, including vacation time, sick time, holidays, and season days
- A retirement plan that provides two-for-one matching contributions with immediate vesting
- Many choices for comprehensive health insurance
- Life insurance
- Long-term disability coverage
- Flexible spending accounts for healthcare and dependent care expenses
In addition, LSA offers:
- Strong commitment to work/life balance
- Flexible work arrangements with respect to campus stakeholder needs
- Enhanced tuition support programs for LSA courses
Being part of something greater, of serving a larger mission of discovery and care - that's the heart of what drives people to work at Michigan. In some way, great or small, every person here helps to advance this world-class institution. It's adding a purpose to your profession. Work at Michigan and become a victor for the greater good.
Responsibilities*
Responsibilities include, but are not limited to:
Administrative Support Duties
- 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. Exercise a high level of discretion and independent judgment regarding calendaring priorities
- Letters and correspondence: Prepare written communication on behalf of leaders this position supports, including recording meeting minutes, managing document storage and retrieval, and handling confidential information. Proofread memos, letters, emails, reports, and other documents using word processing, spreadsheet, database, or presentation software. Draft notification and award emails, prepare reports, take minutes, record decisions, and track completion of action items
Coordination Duties
- Day-to-day operational activities as appropriate: Serve as initial staff point of contact for Senior Leadership, create and maintain procedures and electronic storage, distribute information to appropriate stakeholders, etc.
- Manage communications including responding to phone calls and e-mails; manage communications as requested by the Senior Leaders; assess urgency and triage inquiries or complaints; and keep track of requests regarding academic personnel matters such as recruitment, promotions, retentions, leaves, provost funding requests, research matters, retirements, etc. Collaborate with team members to ensure completion of academic personnel matters.
- Organize materials for meetings by utilizing knowledge of content areas, prepare meeting agendas, coordinate travel arrangements, create itineraries, secure suitable meeting venues, oversee hosting and special events, and set up and troubleshoot AV equipment as needed. Provide staff support for standing meetings, orientations, and training sessions including reserving rooms, sending invitations, preparing coffee and snacks, ordering catered meals, welcoming participants, and room clean up.
- Coordinate arrangements for departmental external reviews in collaboration with the Senior Leaders, including scheduling visits, coordinating itineraries and schedules across the Dean's office, supporting department partners, sending and tracking invitations, preparing and providing materials to external reviewers, and tracking external review tasks. Communicate with potential committee members with a high degree of professionalism.
Other Assigned Duties
- Assist in College-level awards processes, including managing announcements, review meetings, preparing materials, tracking, and preparing and distributing letters to applicants.
- Reconcile select accounts, purchasing cards, and other travel/hosting expenses for Senior Leaders using Concur.
- Serve as backup for other offices, specifically to the executive assistant to the divisional associate deans, providing support during absences and as needed to ensure continuity of administrative operations. Assist other noted offices during busy/peak times or at times when current staff are out of the office; ensure a collegiate working team environment.
- Other duties as assigned by the Senior Leadership.
Required Qualifications*
- A bachelor's degree or equivalent combination of education and experience
- Minimum of 5 years of experience in a progressive, responsible position supporting faculty and/or administrative managers
- Strong administrative and organizational skills
- 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, handle multiple assignments and deadlines, and display appropriate judgment while operating flexibly and professionally.
- Advanced technology skills including Microsoft Office, Google G Suite, and 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.
- Ability to navigate ambiguity and complexities associated with working in a large and decentralized campus environment.
- Maintain operations and professionalism in a high-volume, diverse environment; answer and direct calls as needed
Desired Qualifications*
- Knowledge of LSA and U-M policies and procedures.
- Prior experience supporting executive-level positions preferred.
Work Schedule
Monday-Friday - 8:00 a.m. to 5:00 p.m.
In-person meetings and events are expected for this role, and the incumbent in this role should plan to work on campus at least four days per week, with one remote day each week during the academic year. More flexibility may be offered in the summer (June through mid-August).
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 $58,000 - $72,000. A higher salary may be possible for an exceptionally qualified candidate.
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 lsa.umich.edu/strategicvision.
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.
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.