Executive Assistant/Executive Secretary Department Of Women's And Gender Studies

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
This position provides executive level administrative support to the Chair, Chief Administrator, and other departmental leadership in the College of LSA's Department of Women's and Gender Studies. The position includes exercising a high level of initiative, discretion, and judgment regarding sensitive and confidential matters. It serves as a lead coordinator and essential partner for the department's largest and most essential initiatives.
An enthusiastic, detail-oriented, professional, and positive persona is critically important to this position. The ability to manage a large workload, efficiently complete projects in a timely manner and multi-task in a dynamic, fast-paced environment is essential. The candidate must also be able to deliver exceptional customer service to a diverse community of faculty, fellows, staff, students, and visitors.
This position will require on-site work a minimum of four days per week.
About Women's and Gender Studies
Founded in 1973, the University of Michigan Women's and Gender Studies Department is an interdisciplinary academic unit within the College of Literature, Science, and the Arts. The Department is a diverse intellectual community dedicated to excellence through feminist research, teaching, and activism. It seeks to build interdisciplinary collaborations among faculty and students that bridge gender, racial, ethnic, economic, and national divides; create new knowledge about women, gender, race, class, sexuality, and disability; challenge unequal distributions of power; and improve the lives of all individuals and communities.
https://lsa.umich.edu/content/michigan-lsa/wgs/en.html
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*
Key responsibilities include, but are not limited to:

• Providing high-level support to the department Chair, Chief Administrator, and departmental leadership for project tasks and strategic initiatives.
• Initiate, compose and edit original correspondence requiring interpretation of policies.
• Create and edit sensitive reports and documents.
• Coordinate meetings with University, College, faculty, staff, and outside visitors.
• Manage and maintain the calendar of the Chair.
• Prepare and distribute supporting material for departmental meetings, including high level meeting minutes.
• Create meetings on Chair's behalf.
• Screen and triage departmental and Chair's telephone calls and visitors.
• Resolve both routine and complex inquiries.
• Create travel itineraries and coordinate travel-related arrangements upon request by the Chair or Chief Administrator.
• Provide full administrative support for and coordinate faculty searches.
• Coordinate reviews and promotions for faculty and lecturers.
• Track faculty and lecturer progress.
• Submit complete and accurate dossiers to the LSA Executive Committee in accordance with LSA and UM policy and procedures.
• Work with faculty, Chair, and Chief Administrator in faculty leave paperwork submissions via the LSA Faculty Life-cycle tool.
• Collaborate with the Chair and the Chief Administrator in preparing and submitting faculty award nominations and service agreements.
• In partnership with the Chair and Chief Administrator, support all aspects of Advancement activities and donor relations, including serving a liaison with LSA Advancement, the creation and review of donor reports, coordinating, initiating, and tracking thank you letters from the Chair for donor gifts, coordinating and sending annual solicitation letters to alumni and friends, and collecting and tabulating data required for reports, records, and other needs, as requested.
• General administrative duties include serving as backup for other departmental roles as needed, answering departmental phone lines, responding to departmental inquiries, assisting departmental personnel, faculty, and students with equipment, assisting with coordinating departmental events, sorting and distributing mail, and providing overall office support.
• Perform all other duties as assigned to support the long-term goals and objectives of the department.
• May serve as a functional supervisor and trainer for temporary staff positions and student workers.

Required Qualifications*
The successful candidate must possess the following background, skills, and experience:

• A bachelor's degree or equivalent work/educational experience with three or more years of advanced administrative experience in an academic setting.
• Demonstrated ability to work independently as well as part of a collaborative team while promoting a culture of respect, professionalism, and cooperation.
• Skills that include a high level of critical thinking, problem solving, troubleshooting, sound judgment, and decision-making.
• Flexibility to adapt to change as priorities shift in a dynamic workplace and display excellent judgment while operating in a highly professional manner.
• The ability to prioritize multiple complex projects and initiatives simultaneously and successfully meet deadlines.
• Motivated, proactive, innovative, and collaborative, with the skills and drive to develop new initiatives and processes.
• Exhibit excellent written, oral, and interpersonal communication skills, including being a fluent writer with the ability to draft high level documentation.
• Attention to detail, organizational skills, understanding of confidentiality, and the ability to follow complex directions.
• Exercise a high-level of discretion, sound judgment and decision-making skills regarding sensitive and confidential matters.
• Exhibit diplomacy, composure, and respect while working with the diverse group of faculty, staff, and students we serve.
• Exemplifies our organizational values of integrity and trust, accountability and sound judgment, collaboration and innovation, and fostering an inclusive, positive, and engaged community.

A successful candidate will show the desire to identify opportunities for improvements to processes and procedures, as well as a willingness to assume additional responsibilities. They must be proactive in all aspects of the position. We require a demonstrated ability to exercise a positive service-oriented attitude; exercise solid judgment; and handle challenging situations with tact and diplomacy. Lastly, the successful candidate will be required to occasionally flex their hours to attend and support evening and/or weekend events throughout the year or to meet upcoming project deadlines.
Desired Qualifications*

• Experience providing administrative support to senior-level faculty, management, or executives in an academic setting, preferably at UM or a comparable institution.
• Experience at UM handling tenure and promotion cases as well as faculty recruitment.
• Working knowledge of LSA tenure and promotion policies and procedures.
• Experience working with LSA's Management Reporting System (MRS) and the Faculty Life Cycle Portal.
• Graphic design skills.

Additional Information
The salary range for this position is $54,300 to $67,900, please note a higher salary may be offered based on equity and the selected candidate's experience.
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. Visit https://lsa.umich.edu/ to learn more.
As one of the world's great liberal arts colleges, LSA pushes the boundaries of what is understood about the human experience and the natural world, and we foster the next generation of rigorous and empathetic thinkers, creators, and contributors to the state of Michigan, the nation, and the world.
To learn more about diversity, equity, and inclusion in LSA, please visit lsa.umich.edu/lsa/dei .
To learn more about LSA's Mission, Vision and Values, please visit lsa.umich.edu/strategicvision .
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.
Job Detail
Job Opening ID
243041
Working Title
Executive Assistant/Executive Secretary Departmentof Women's and Gender Studies
Job Title
Executive Secretary
Work Location
Ann Arbor Campus
Ann Arbor, MI
Full/Part Time
Full-Time
Regular/Temporary
Regular
FLSA Status
Nonexempt
Organizational Group
College Of Lsa
Department
LSA Women's and Gender Studies
Posting Begin/End Date
12/11/2023 - 1/12/2024
Salary
$54,300.00 - $67,900.00
Career Interest
Administration