Job Details

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University of Michigan
  • Position Number: 1742042
  • Location: Ann Arbor, MI
  • Position Type: Executive Assistants


Executive Secretary

Job Opening ID: 181993
Work Location: Ann Arbor Campus
Full Time/Part Time: Full-Time
Regular/Temporary: Regular
FLSA Status: Nonexempt
Organizational Group: College Of Lsa
Department: LSA History
Posting Begin/End Date: 12/12/2019 1/03/2020
Salary: $50,000.00 $61,000.00
Paid Time Off:
Career Interest: Administration

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 position. Candidates who fail to meet this requirement will not be considered for the position.

Job Summary
This is an exciting opportunity for someone who wishes to gain valuable experience in an upwardly mobile career path in increasingly responsible roles in higher education. The Department of History at the University of Michigan is one of the premier and largest History departments in the world and the Executive Assistant serves as a critical member of the Chair's Office team. This role has two main components: 1) Provide high-level support to the Chair, Associate Chair, Executive Committee and Chief Administrator, and 2) Serve a lead role in critical new projects.

Key skills and attributes required for this position include:
  • An individual that embraces the mission and vision of LSA and the department of History and the principals of integrity & trust, accountability & sound judgment, collaboration & innovation and positive & engaged community.
  • High-level administrative experience in an academic setting, preferably at UM.
  • An innovative and flexible approach to work.
  • Enjoy working with quickly evolving projects and are comfortable taking action in a growing and changing workplace.
  • Being proactive, an ability to handle a wide variety of diverse tasks and a high degree of friendly customer service are key characteristics of a successful candidate for this position.
  • A high level of initiative, discretion, accountability and sound judgment regarding sensitive and confidential matters.
  • Demonstrated excellent writing and editing skills with experience drafting funding proposals highly desired.

We are a diverse intellectual community dedicated to excellence through research and teaching; learn more about the department at http://www.lsa.umich.edu/history/.

The target salary range for this position is $50-61K. The actual salary offered may be higher based on the qualifications and experience of the selected candidate.

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.

Responsibilities*
Responsibilities include but are not limited to the following:Strategic partner with the Chair's Office to:
  • Hire, promote, and retain the very best History faculty in their fields. Manage processes in faculty life cycle such as award and professorship nominations, leaves, reviews, modified duties, sabbaticals, and postponements.
  • Compose and initiate original correspondence requiring interpretation of policies; prepare, edit and type confidential and sensitive reports and correspondence for the Chair.
  • Create travel itineraries and coordinate all travel-related arrangements.
  • Effectively maintain Chair's calendar and avoid conflicts in the schedule, coordinating meetings on his/her behalf.
  • Manage communication and dissemination of information.
  • Prepare agendum, and distribute weekly executive committee and monthly departmental faculty meeting agendum; follow-up on discussions and/or directives from those meetings to see that appropriate action is initiated.
  • Plan and coordinate meetings.
  • Work as a team with highly-skilled staff in a fast-paced environment and foster a positive and engaged community. Model and inspire a positive, creative environment that cultivates learning and curiosity.
  • Perform other duties as assigned in order to support the goals and objectives of the department.

Lead role in the department's highest priority projects:

The rapidly shifting challenges of the twenty-first century demand a broader range of skills from a history department like oursskills more fully focused on real-world problems and multiple audiences beyond academia. To these ends, U-M History is launching U-M History in Public Service, a major initiative that will fundamentally transform the ways in which we write, teach, mentor, and contribute to the public good. This includes three goals: 1) Make our work more visible to the world at large through film and television documentaries; digital platforms like podcasts and electronic exhibitions; op-ed pieces and social media; and other cutting-edge forms of public engagement; 2) Create new models of teaching history that inspire collaboration, look outward beyond our classrooms, and contribute archivally based knowledge to some of the major social and political questions of our time; 3) Offer a broader range of learning experiences for U-M History students, providing them with impressive dossiers by the time they graduate and positioning them for future success in the world at large.

The Executive Secretary will work with the Chair and others to draft proposals and engage with donors, alumni, and strategic partners in industry, non-profits, foundations, government agencies and academia for these and other innovative programs that will continue to propel U-M History's world preeminence.

Required Qualifications*
This position requires an extremely high level of organizational skills and high degree of confidentiality. Outstanding interpersonal as well as communication skills are required. Must be a fluid writer in this role to draft documentation and grant applications for the Chair and edit many written pieces. The successful candidate will have the ability to work effectively and sensitively with a diverse group of students, faculty and staff and to handle sensitive and confidential materials and situations and value differences.

We require a high level of proficiency with information technology applications including spreadsheets, presentation software, and word processing. In particular, we seek expertise in all Microsoft Suite software, Adobe Acrobat and InDesign, Google applications, web editing, and demonstrated motivation to find and use new software to enhance the work in History. The ideal candidate will consistently seek innovation and collaboration with original thinking and risk-taking to find fresh solutions.

We require a demonstrated high level of critical thinking, problem solving, and decision-making. The successful candidate must be a self-starter; be able to set priorities and handle multiple assignments and deadlines; learn quickly and stay calm in the face of concurrent tasks; must possess evidence of successful adaptation to change and display excellent judgment while operating in a flexible and highly professional manner. The History Department depends on our staff to work successfully in a team environment as well as work independently with minimal supervision. A high degree of attention to detail and accuracy is a must. We are looking for someone who shows initiative; the desire to identify opportunities for changes to processes, procedures and duties; and a willingness to assume additional responsibilities. A successful candidate will be proactive in all aspects of the position, be imaginative and think outside the box.

We require a demonstrated ability to exercise a positive service-oriented attitude with the ability to show initiative and exercise solid judgment; the ability to handle challenging situations with tact and diplomacy.

Lastly, the successful candidate will be required to occasionally flex their hours in order to attend evening events or to meet upcoming project deadlines.

Desired Qualifications*
  • A Bachelor's degree or higher in a relevant field is highly desired.
  • At least 5 years of administrative support to an upper level manager/executive is desired, preferably in an academic setting.
  • Experience writing reports, outreach materials, and/or proposals for funding highly desired.

Additional Information
The College of Literature, Science, and the Arts seeks to recruit and retain a diverse workforce as a reflection of our commitments to serve the diverse people of Michigan, fulfill the College's Guiding Principles, and sustain the excellence of LSA.

To learn more about diversity, equity, and inclusion visit http://lsa.umich.edu/lsa/about/diversity--equity-and-inclusion.html

To learn more about LSA's Guiding Principles visit http://lsa.umich.edu/lsa/faculty-staff/human-resources/lsa-staff-guiding-principles.html

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/AA Statement
The University of Michigan is an equal opportunity/affirmative action employer.


To apply, visit https://careers.umich.edu/job_detail/181993/executive_secretary





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