University Of Michigan is hiring: Executive Assistant in Ann Arbor

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.

Job Summary

Department Summary

The Division of Student Life at the University of Michigan is charged with facilitating transformative student experiences by advancing student learning and development, fostering well-being, and cultivating an inclusive and equitable campus community at the University of Michigan. Throughout all aspects of campus life, our core values are the cornerstones. We encourage all applicants to review our core values on our website .

Job Summary

The Executive Secretary provides advanced administrative and project management support of a highly responsible, sensitive, proactive and confidential nature for senior management and executives in the Office of the Vice President for Student Life. This position reports to the Associate Vice President for Student Life and Chief Health Officer.

Responsibilities*

Administrative support for AVP/CHO (45%)

• General support, calendar management (both Google and Outlook), scheduling, travel arrangements, and document creation/management
• Project management: Manage the entire life cycle of projects for the AVP, including prioritizing, planning, implementing, and reporting
• Special projects as assigned, including support on behalf of the AVPs, such as outreach to the University community and beyond, and assistance in preparing a wide array of presentations and materials, working closely with the health & wellness executive communications lead
• Track requests from, and made to, direct reports and assist direct reports when necessary (hiring, scheduling, etc.)
• Interact with and respond to many university constituents including regents, executive officers, faculty/staff and students, and patients
• Identify proactive work to add value and efficiencies to areas and workflows
• Represent area professionally through high-quality work and professional demeanor

Coordinate logistics & planning for events/projects (30%)

• Provide administrative coordination and serving as logistics liaison for recurring meetings/committees, including, but not limited to, the AVP/CHO's Cabinet meetings, student leadership council meetings, select public health committees, etc.

General Administrative Support (25%)

• Maintain various email groups, reference lists, and training/informational documents
• Represent the Office of the Vice President for Student Life in building-wide committees and sharing building- and suite-based responsibilities
• Coordinate administrative aspects of high-level as well as new permanent and temporary employees including temporary student employee search processes within AVP area, including acting as liaison between HR, hiring manager, and search firm (when necessary), coordinating all onsite search activities (interviewing, presentation scheduling, meal scheduling, drafting introduction of finalists for presentations, escorting finalists to campus locations, etc.), addressing the needs of finalists, hiring, onboarding, and training, which may include resume review, interview question creation, reference checks, etc.
• Reconcile university travel and expense reports for Associate Vice President for Student Life, both designated and submitted by direct reports, ensuring that all submissions are accurate and abide by University policies
• Reconcile designated PCard for position, submitting expense reports in a timely manner, and adhering to University policies
• Process all non-PCard purchases (e.g., non-po vouchers, requisitions, travel reimbursements-non employee, Special Payments, People Pay) for select situations, such as for the annual Research Symposium

Required Qualifications*

• Bachelor's degree or equivalent combination of education and experience
• Minimum 5 years of progressively responsible administrative experience supporting senior-level role
• Advanced level of experience using the Google suite (Gmail, Calendar, Drive, Docs, Sheets)
• Advanced level of experience with Microsoft 365 and Google Docs (Word, Excel, PowerPoint)

Desired Qualifications*

• Bachelor's Degree
• Knowledge of both Google and Outlook calendaring
• Knowledge of the University environment and University Policies & Procedures
• Basic experience using Wolverine Access/MPathways, Financials & Student Records
• Experience using travel and expense reporting system
• Experience with setting up and facilitating both individual and hybrid (in-person/virtual attendee) Zoom meetings
• Evidence of experience exercising professional judgment and discretion
• Experience with project 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 .

Additional Information

Position Criteria:

• Demonstrated ability to work collaboratively as part of a team
• Ability and interest in developing professionally
• Flexible and willing to perform other tasks as assigned

Working conditions

• This position may require evening and weekend work on occasion.
• This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands

• While performing the duties of this job, the employee is regularly required to communicate and exchange information. The employee frequently is required to remain in a stationary position for extended periods of time.
• This position requires the ability to occasionally transport office products and supplies, weighing up to 20 pounds, etc.

Additional Information

This role may have reporting obligations under Title IX and Clery.

Authorization to work in the U.S. is a precondition of employment and applicants for this position will not be sponsored for work visas.

Salary may vary depending on qualifications, experience, and education of the selected candidate.

Relocation will not be offered for this role.

Application Deadline

Job openings are posted for a minimum of seven calendar days. The review and selection process maybegin as early as the eighth day after posting.Thisopening 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.