Dean's Office Project Coordinator

How to Apply
A cover letter is required for consideration for this position and must be attached as the first page of your resume. The letter should address your specific interest in and outline skills and experience that directly relate to this position. Applicants who do not meet these requirements will not be considered.
Summary
The Rackham Graduate School's mission is to partner with University of Michigan graduate faculty and programs to advance excellence in graduate education, to cultivate a vibrant and diverse student community, and to impact the public good through the scholarship and discoveries of its students and degree recipients. To assist the Rackham Graduate School Dean and Dean's leadership group in delivering on this mission, the Dean's Office Team carries out the programmatic and administrative coordination of academic and research initiatives, programs, and projects, and provides highly responsible and complex administrative support for the Dean's group. Dean's Office Team seeks a Project Coordinator to serve as a collaborative team member aiming to contribute and further School's mission and team goals.
Because we are committed to diversity, equity, inclusion and accessibility we aspire to develop and nurture the individual and collective skills to recognize, celebrate, and deploy difference as a path to engagement, innovation, and the generation of new ideas and knowledge.
PLEASE NOTE: Rackham is currently offering hybrid work schedules to staff, requiring 2-3 days per week on-site with the remaining time being remote.
To learn more about the Rackham Graduate School visit https://rackham.umich.edu/
Why Work at Michigan?
Being part of something greater, of serving a larger mission of discovery and care - that's the heart of what drives people to work at Michigan. In some way, great or small, every person here helps to advance this world-class institution. It's adding a purpose to your profession. Work at Michigan and become a victor for the greater good.
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

Responsibilities*
Job responsibilities include but are not limited to:
Reporting to the Dean's Office Program Officer, you will provide administrative and project coordination support for two Assistant Deans, and serve as a collaborative Dean's Office Team member.
Administrative Coordination as follows :

• Full maintenance and responsibility for the Assistant Deans' calendars to effectively manage their schedules (solving for priorities and effective use of assistant deans' time), and resolve scheduling requests and conflicts with urgency and in collaboration with other Rackham staff
• Make travel arrangements and process expense reimbursements, maintain detailed University PCard records, and reconcile activity in a timely manner following PCard monthly cycle and other University and Rackham travel and expense, financial and stewardship policies
• Coordinate and apply University financial and operational policies and procedures when supporting and processing project expenses for student organizations as well as interpret, monitor, and analyze information to ensure event compliance, funding, and partnership with external organizations
• Effectively anticipate, plan and track administrative priorities, and proactively seek and implement ways to make tasks more efficient and effective

As a member of the Dean's Office Team:

• Provide information, directions, and answers to inquiries, make referrals, and respond to concerns from students, faculty, staff, and outside agencies using reference guides and independent judgment to interpret routine processes within the Graduate School and University (e.g. answer phone, take messages, forward calls and address emails (i.e. via HelpSpot)
• Greet and assist Dean's Office visitors, and support daily activity in the Dean's Office suite (space, equipment, etc.)
• Work closely with other Dean's Office Team staff to meet, plan and coordinate coverage, shared projects, and policies.

Project Coordination:

• Provide highly responsible and complex project support for assistant deans for Honorary Degrees, New and Revised Programs, International Student Diversity, Bouchet Graduate Honor Society, Rackham Diversity Advisory Committee (RACDAC), SCOR and GRIN student organizations. Responsibilities include:
• Effectively anticipate, plan and track project priorities through follow-up systems, and proactively seek and implement ways to make tasks more efficient and effective
• Prepare and disseminate agendas, presentations, and reports
• Initiate, draft, edit, and finalize correspondence, meeting minutes, reports or other materials as requested
• Assist in planning, and coordinate meetings, and events, including scheduling rooms, audio-visual equipment, and catering; schedule and support Zoom/GoogleMeet for remote meetings and events; set up and tear down events as necessary
• Order and coordinate supplies and billing, estimate and track expenses and process payments in partnership with DO Administrative Assistant
• Serve as a member of the Rackham cross-departmental Bouchet team to provide support in the areas of travel, procurement, financial awards, and logistics for the Annual Bouchet Scholars Celebration at Rackham and for the annual induction ceremony at Yale (partner with the DO Administrative Assistant on execution of the project administrative tasks)
• Interact with school/college leadership and other University officials, faculty, students, and staff as appropriate, requiring comprehensive knowledge of University and Rackham policies and knowledge to compare and evaluate various courses of action and make independent decisions on matters of significance.

Professional development:

• Participate in professional development activities and training to increase expertise around Rackham and graduate education.

Required Qualifications*

• An associate's degree and at least five years of customer service and project management focused administrative support experience or the combination of education and experience that enables the performance of all aspects of this position.
• Demonstrated ability to work independently.
• Excellent planning, organizational and work coordination skills are necessary, including a positive, flexible, responsive service-oriented attitude, and the ability to manage a large and diverse workload with excellent attention to detail and the ability to prioritize and meet deadlines in a timely manner.
• Excellent interpersonal communication skills are essential, including the
• Ability to work independently and in teams with a wide range of people who represent our diverse and multicultural society. Demonstrated accuracy, professional demeanor, and presentation are necessary.
• Knowledge of and ability to communicate University and Rackham policies, procedures, and programs, particularly as they relate to faculty, graduate students and graduate programs.
• Experience supporting programs, projects, and events specific to graduate education and the graduate student experience.
• Position requires exercising considerable respect, discretion, initiative, independent judgment, and diplomacy. Ability to find creative solutions to complex issues; to respond with appropriate urgency to situations that arise and solve problems proactively and efficiently. Advanced knowledge of and demonstrated proficiency with Windows operating systems; MS Office products (Word, Excel, PPT);
• Google Tools (Mail, Sheets, Docs, Forms, and Drive). Strong personal commitment to shared teamwork, continuous improvement, and professional development.
• Ability to maintain confidentiality, exercise discretion, and handle people with diplomacy under stressful situations and in matters of a sensitive and confidential nature.
• Knowledge of and strong understanding and value of diversity and the importance of inclusion as demonstrated through a commitment to apply and incorporate the differences, complexities, and opportunities that diversity brings to an organization.

Desired Qualifications*

• Bachelor's degree. Master's degree is a plus.
• University of Michigan administrative experience is strongly desired.
• Advanced knowledge and demonstrated proficiency in Dropbox and Google Drive (documents, spreadsheets, forms) desired.
• Advanced knowledge of and demonstrated proficiency with web browsers, as well as with project management tools (e.g. Asana, Airtable, etc.).

Application Deadline
Job openings are posted for a minimum of seven calendar days. This job may be removed from posting boards and filled any time after the minimum posting period has ended.
U-M EEO/AA Statement
The University of Michigan is an equal opportunity/affirmative action employer.
Job Detail
Job Opening ID
246693
Working Title
Dean's Office Project Coordinator
Job Title
Admin Coord/Project Coord
Work Location
Ann Arbor Campus
Ann Arbor, MI
Full/Part Time
Full-Time
Regular/Temporary
Regular
FLSA Status
Nonexempt
Organizational Group
Rackham Grad School
Department
Rackham Dean's Office
Posting Begin/End Date
3/22/2024 - 4/05/2024
Salary
$56,000.00 - $60,000.00
Career Interest
Administration