Executive Coordinator

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 what interests you about this position and outline your skills and experience that directly relate to the responsibilities and requirements of this role.

Job Summary

The Department of Earth and Environmental Sciences in the College of Literature, Science and the Arts is seeking a motivated, enthusiastic, and skilled administrative professional for the role of Executive Coordinator.

Reporting to the Chief Administrator, the Executive Coordinator is an integral part of EARTH's administrative team.  The role has two main components: (1) coordinating important departmental initiatives and activities and (2) providing high-level administrative support to the chair, other department faculty leadership, and the chief administrator.

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

EARTH is a diverse and vibrant intellectual community dedicated to excellence through research and teaching.  The unit is home to approximately 40 faculty and 20 regular administrative and lab staff, 160 undergraduate majors, and 70 graduate students.  The mission of the department is to promote education and scientific discovery about our planet. We welcome all who are curious about the EARTH, and we strive to create an environment that is accessible and supportive to everyone.

Who You Are

You are a skilled and energetic individual interested in a career path in higher education, with experience coordinating multiple projects as well as supporting senior leadership.  You have a high degree of discretion, demonstrate initiative, and can quickly adapt to rapidly evolving situations.  You are comfortable with technology, including remote work, and can operate with varying degrees of supervision.  You have a laser-focus on detail without losing the big picture. You are looking for a role with growth potential and skill development, and you thrive working with a collaborative team.

Responsibilities*

Coordination of Department Initiatives

• Lead processes for department faculty recruitment and promotions in conjunction with the chair and chief administrator and in accordance with LSA procedures and policy.
• Coordinate other faculty academic affairs processes, including leaves, lecturer reviews, and reappointments, in accordance with LSA procedures and policy.
• Plan and facilitate both recurring and ad hoc department meetings, including agenda preparation, distribution, and follow-up on action items.
• Develop and implement effective information management strategies across physical and digital systems.
• Maintain departmental email groups, distribution lists, and directories.

Administrative Support

• Manage calendars for both the chair and chief administrator, exercising discretion and independent judgment regarding priorities.
• Manage the chair's email and task list with a high level of discretion regarding priorities.
• Advise the chair on policy matters requiring comprehensive knowledge of departmental, college, and university guidelines.
• Provide meeting support, including materials preparation, agenda development, and coordination of follow-up tasks.
• Serve as backup support during staff absences and assist during peak periods to meet office deadlines.
• Handle confidential documents; proofread letters, announcements, and meeting materials; manage communications sent on behalf of the chair.
• Coordinate with the University's Shared Services Center for expense reporting and PCard reconciliation for the chair.
• Coordinate with the University's travel planning vendor, Collegiate Travel Planners, to arrange travel for the chair. 
   

Required Qualifications*

• At least 5 years of relevant administrative support experience
• High school diploma or equivalent combination of education and experience
• Ability to partner and work collaboratively with teams and build effective professional partnerships
• Demonstrated experience working autonomously on multiple projects at the direction of senior leaders
• Skills in managing time efficiently and effectively, concentrating on important priorities, and adapting as priorities shift
• Proficiency with Microsoft Office and/or similar office productivity suite(s) 
• Past successful project and/or program management experience
• Exceptional attention to detail
• Strong organizational skills
• Strong ability to speak and write clearly to a variety of audiences
• Strong ability to draft communications and edit 
   

Desired Qualifications*

• Bachelor's or advanced degree preferred
• 5-7 years of administrative experience, especially in an academic environment
• Experience supporting executive-level positions
• Familiarity with faculty life cycle and academic administration processes

Work Schedule

This position is 100% (40 hours per week) throughout the year. Flexibility is required in order to be present on campus as needed to complete job responsibilities. Remote work is generally available one day per week. 

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 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.