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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.

Summary

The College of Engineering is seeking a qualified Executive Secretary to provide administrative support to the Associate Dean for Graduate and Professional Education. 

Candidates for this position must have the knowledge, skills, abilities and experience needed to provide highly responsible and effective administrative support in an academic leadership setting.  Key skills include: accuracy and attention to detail, the ability to problem-solve, excellent planning and organization skills, consistent and effective follow-through on all matters, high quality writing skills, excellent customer service and diplomacy and the ability to handle sensitive matters in a discreet manner.  The successful candidate will be working in a fast-paced environment with ever-changing priorities and must be adaptable, able to work under pressure to meet deadlines, and able to develop relationships with faculty and staff from across the college as needed to support a collaborative environment. 

Who We Are

Michigan Engineers are world-class educators, researchers, students and staff who strive to build a people-first future. As part of the nation’s number one public research institution, Michigan Engineering's mission is to provide scientific and technological leadership to the people of the world, develop intellectually curious and socially conscious minds, create collaborative solutions to societal problems, and promote an inclusive and innovative community of service for the common good.

Our vision, mission and values are supported by a people-first engineering framework that guides our work. As Michigan Engineers, we strive to apply excellent engineering fundamentals, integrated expertise and equity-centered values to reimagine what engineering can be, close critical gaps, and elevate all people. Information about our vision, mission and values can be found at: http://strategicvision.engin.umich.edu/.

The University of Michigan has a storied legacy of commitment to Diversity, Equity and Inclusion (DEI). Michigan Engineering models that commitment in our research, culture and collaborations. We seek to recruit and retain a diverse workforce as a reflection of that commitment. Learn more about DEI at Michigan Engineering: https://www.engin.umich.edu/culture/diversity-equity-inclusion/

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
• 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
• Maternity and Parental Leave

Responsibilities*

• Responsible for complex calendar management for the Associate Dean for Graduate and Professional Education. This includes creating meeting agendas as necessary, providing appropriate meeting preparation materials based on meeting objectives, preparing minutes as necessary and tracking follow-up activities.
• Draft, edit and format communications, documents and reports using Google Suite, Word, Excel and PowerPoint.  This will require understanding the unit’s strategic objectives and the underlying supporting data, as well as an ability to compose and edit work products with limited supervision and guidance.
• Manage on- and off-campus events to achieve stated objectives including management of event budgets, logistics (e.g. room scheduling, equipment, vendor relationships, catering, invitations, RSVP’s, other communications) and the documentation and tracking of follow-up activities as necessary.
• Coordinate domestic and international travel arrangements for team members including air and car travel reservations, hotel accommodations, detailed travel itineraries and appropriate preparation materials.
• Prepare and submit travel expense and hosting reports (which may include multiple currencies when part of international travel).
• Participate in the coordination of the annual budget materials.
• Update website content.
• Primary person responsible for greeting and hosting incoming visitors.
• Provide primary phone coverage for office phone lines and provide back-up phone coverage and time-keeping for other offices, as needed.
• Miscellaneous office duties including management of office and hosting supplies, filing of both electronic and hard copy documents, creating and maintaining electronic and hard copy filing systems, including the updating of internal databases, as needed.

Required Qualifications*

• Bachelor’s degree or an equivalent combination of education and experience.  Secretarial/ administrative experience and demonstrated ability to work effectively with staff, faculty, students and external parties from diverse backgrounds. Ideally experience providing administrative support to an upper level manager/executive, preferably in an academic setting.
• Demonstrated skill with Microsoft Office and Google Suite software and experience working with website management tools and customer relationship management systems.
• Must be able to take direction from several different people and have proven ability to prioritize tasks with conflicting deadlines, handle frequent interruptions and meet deadlines. 
• Must have excellent organization skills, accuracy and attention to detail. 
• Must have proven ability to work independently and effectively in teams.  Flexibility, positive attitude and exceptional work ethic are essential.
• Excellent communication skills and demonstrated editing, proofing and writing experience.  Ability to write clear and concise correspondence; ability to interact effectively with various stakeholders.
• Demonstrated ability to interact with faculty and staff in a professional and confidential manner.
• High-level computer skills, including Excel, Concur, MS Word, PowerPoint, Slack and Adobe Acrobat.
• Considerable knowledge of University policies and procedures.

Desired Qualifications*

• Experience with management of high volume, high speed calendaring for executive level leadership
• Familiarity with U-M policies, procedures, and stakeholders
• Familiatity with Michigan Engineering policies, procedures, and stakeholders
• Demonstrated commitment to diversity, equity, and inclusion in the workplace
• Experience with supporting graduate and professional students

Work Locations

The Michigan Engineering Office of Graduate and Professional Education operates in a hybrid work environment consisting of both in-person and remote work. This position will be classified as a FLEX position within the Michigan Engineering STARR classification matrix which means working on campus 3 days per week and working remotely the rest of the week. You can find more information here: https://rpm.engin.umich.edu/human-resources/telecommuting/

Additional Information

A higher salary may be considered for an extraordinarily qualified candidate.

Application Deadline

Job openings are posted for a minimum of seven calendar days.  This job 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.

U-M COVID-19 Vaccination Policy

COVID-19 vaccinations, including one booster when eligible, are required for all University of Michigan students, faculty and staff across all campuses, including Michigan Medicine.  This includes those working remotely and temporary workers.   More information on this new policy is available on the U-M Health Response website or the UM-Dearborn and UM-Flint websites.