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 the skills and experiences that directly relate to it. Please include your resume after the cover letter. Additionally, please also include two letters of recommendation.
- Cover Letter
- Resume/CV
- Two Letters of Recommendation
Job Summary
The Department of Clinical Pharmacy seeks an experienced and motivated professional with strong executive support experience. The Executive Secretary works directly with the Department Chair and serves as a key member of the administrative team, providing comprehensive support for departmental operations.
The position provides comprehensive administrative and operational support to the Department Chair and serves as a key member of the department's administrative team. This position oversees day-to-day departmental operations, including those related to faculty and student affairs, ensuring the efficiency in administrative processes and communications. Coordinates events at the direction of the chair. The role requires a high level of professionalism, discretion, and independent judgment, as well as the ability to coordinate across multiple functional areas within the College and University.
Responsibilities*
Administrative Support for the Department Chair (30%)
- Manage the Chair's calendar, travel, correspondence, and email communications.
- Draft and distribute official Chair communications, including letters, announcements, and updates for faculty, staff, and students.
- Serve as a liaison between the department and campus partners such as Rackham, Human Resources, Finance, Facilities, Shared Services, Student Services, and Marketing/Communications.
- Monitor departmental budgets and allocations in collaboration with Finance; ensure compliance with University financial policies and reimbursement procedures.
- Maintain organized departmental files, shared drives, and document archives.
- Track and report annual career placement data.
- Respond to and coordinate communications on behalf of the Chair, ensuring timely and accurate follow-up.
Departmental Administrative Operations (25%)
- Coordinate the weekly seminar series, including speaker scheduling, travel arrangements, publicity, and event logistics.
- Plan and support departmental events, including staff meetings, student events, career seminars, and annual celebrations.
- Prepare and distribute meeting materials; attend staff, faculty, and department meetings as needed.
- Update and maintain departmental documents such as the annual handbook, forms, and shared data resources.
- Manage updates to departmental web pages and other communication platforms.
- Support committees by scheduling meetings, managing documentation, and facilitating communication.
- Process faculty time reporting and evaluation documents (e.g., FEDs, IDPs).
- Troubleshoot and resolve administrative issues related to HR, IT, facilities, and general operations.
- Provide responsive support to faculty, staff, and student inquiries.
Faculty Affairs: Recruitment, Promotion, and Tenure (20%)
- Coordinate faculty recruitment efforts in partnership with the Department Chair, Committee Chair, and Human Resources:
- Faculty Recruitment: Under guidance of the committee, assist with posting job advertisements, scheduling interviews, and managing all aspects of candidate visit logistics.
- Coordinate onboarding for new faculty hires.
- Promotion & Tenure/Third Year Review: Prepare, collect, and organize materials for Executive Committee review, ensuring confidentiality and compliance with University procedures.
Graduate Student Affairs: Recruitment, Admissions, and Program Support (25%)
- Assist with graduate recruitment and admissions processes, including application tracking, interview coordination, and applicant communication.
- Serve as the primary contact for incoming graduate students; coordinate and distribute onboarding materials and communications in coordination with Student Services.
- Support ongoing graduate program activities such as rotations, faculty matching, milestone tracking using the Individual Development Plan (IDP), and academic progress reporting.
- Coordinate fellowship and award submissions, including Rackham Merit Fellowships and other scholarship opportunities in coordination with Student Services.
- Ensure accurate and timely submission of dissertation and preliminary exam documentation to Rackham.
- Maintain comprehensive student records and annual data updates for all graduate students.
- Organize and manage departmental visits and events for prospective and current students (e.g., PGSM, AAPS).
Required Qualifications*
- Bachelor's degree or equivalent combination of education and experience.
- Demonstrated administrative or project management experience in a higher education or complex organizational setting.
- Strong organizational skills with the ability to manage multiple priorities and meet deadlines.
- Excellent written and verbal communication skills, with a high degree of professionalism and discretion.
- Proven ability to work both independently and collaboratively within a diverse community.
- Proficiency in Microsoft Office, Google Workspace, and other relevant business and communication systems.
Desired Qualifications*
- Experience supporting academic leadership (e.g., department chair, director, or dean).
- Familiarity with University of Michigan administrative tools such as M-Pathways, Business Objects, Emburse Enterprise, and Tableau.
- Experience coordinating faculty or graduate student affairs processes, including recruitment, promotion, and event management.
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.
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.
U-M EEO Statement
The University of Michigan is an equal employment opportunity employer.