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 Academic Affairs.  

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 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 Academic Affairs. 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 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 events hosted by the Associate Dean for Academic Affairs 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 the Associate Dean for Academic Affairs 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).
• Provide support to the Associate Dean for Academic Affairs research activities.
• Serve as the primary person responsible for greeting and hosting visitors to the Associate Dean for Academic Affairs Office.
• Coordinate internal and external department reviews including travel and hosting arrangements. 
• Provide support to the College’s Executive Committee by preparing meeting materials and agendas.
• Provide support as needed for Emeritus faculty activities.
• Provide support to faculty committees/initiatives.
• Assist with the NAE nomination process, including maintenance of the nominee database. 
• Manage the College’s honors and awards process.
• Update website content for the Associate Dean for Academic Affairs Office.
• Provide backup support to HR Generalist Senior in the preparation of promotion, hiring, and reappointment casebooks.  
• Provide support for Department Chair searches.
• Other duties as assigned (e.g. special projects)

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 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 organizational 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, and Adobe Acrobat.

Desired Qualifications*

• Considerable knowledge of University of Michigan and College of Engineering policies and procedures.  
• Experience with Wolverine Access and Concur preferred.

Work Locations

The Michigan Engineering Associate Dean for Academic Affairs Office 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 2-3 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/.  There may be occasional times where working on campus additional days during the week may be necessary.

Additional Information

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

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/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.