Executive Secretary

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. Candidates who fail to meet this requirement will not be considered for the position.

Summary

This is an opportunity for someone interested in an upwardly mobile career path in higher education- one that will incorporate diverse skill sets, multiple roles in an administrative team, and expanding forms of responsibility. The Political Science Department at the University of Michigan is one of the top Political Science departments in the world, and the Executive Assistant serves as a significant member of the Political Science Chair's administrative team. This role has two main components: 1) Provide high-level support to the Chair, Associate Chair, Executive Committee, and Chief Administrator, and 2) Serve as a lead coordinator for the department's largest and most important initiatives.

Key skills and attributes required for this position include:

An individual that embraces the mission and vision of LSA and the Political Science Department.

An individual who demonstrates the principles of integrity & trust, accountability & sound judgment, collaboration & innovation, and positive & engaged community.

High-level administrative experience in an academic setting, preferably at UM or a comparable institution.

An innovative and agile approach to work in every context.

An ability to learn quickly and manage projects in a growing and rapidly changing workplace.

An ability to multi-task and be proactive, often supporting a wide variety of diverse assignments with a high degree of composure and collegiality.

An approach to work than combines initiative, discretion, accountability and sound judgment regarding sensitive and confidential matters.

Demonstrated excellence in writing and editing skills.

Demonstrated savvy in relation to digital environments' and an openness to learning new software tools as those environments change.

The target salary range for this position is $54,500 to $68,000. A higher salary may be offered based on equity and the selected candidate's experience.

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*

Responsibilities include but are not limited to the following:

Strategic partner with the Chair's Office to:

Recruit, hire, promote, and retain faculty in the department.

Manage processes in faculty life cycle such as award and professorship nominations, leaves, promotion reviews, modified duties, sabbaticals, and postponements.

Compose and initiate original correspondence requiring interpretation of policies; prepare, edit, and type confidential and sensitive reports and correspondence for the Chair.

Create travel itineraries and coordinate all travel-related arrangements for faculty job candidates.

Effectively maintain Chair's calendar and avoid conflicts in the schedule, coordinating meetings on his/her behalf.

Manage communication and dissemination of information within the administrative team, as well as to the department at large.

Prepare agendum, and distribute weekly executive committee and monthly departmental faculty meeting agendum; follow-up on discussions and/or directives from those meetings to see that appropriate actions are initiated.

Plan and coordinate meetings.

Work as a team with highly-skilled staff in a fast-paced environment and foster a positive and engaged community. Model and inspire a positive, creative environment that cultivates learning and curiosity.

Perform other duties as assigned in order to support the long-term goals and objectives of the department.

Required Qualifications*

This position requires an extremely high level of organizational skills and a high degree of confidentiality. Outstanding interpersonal and communication skills are required. Must be a fluid writer able to draft and edit multiple forms of documents for the Chair. The successful candidate will have the ability to work effectively and sensitively with a diverse group of students, faculty and staff and to handle sensitive and confidential materials and situations as well as value differences.

Because much of this work now moves through digital environments, we require a high level of proficiency with information technology applications including spreadsheets, presentation software, and word processing. In particular, we seek expertise in all Microsoft Suite software, Adobe Acrobat and InDesign, Google applications, web editing, and demonstrated motivation to find and use new software to enhance our major projects. The ideal candidate will consistently seek innovation and collaboration with original thinking and risk-taking to find fresh solutions.

We require a demonstrated high level of critical thinking, problem solving, and decision-making. The successful candidate must be a self-starter; must be able to set priorities and handle multiple assignments and deadlines; must learn quickly and stay calm in the face of concurrent tasks; and must possess evidence of successful adaptation to change and display excellent judgment while operating in a highly professional manner. The Political Science Department depends on our staff to work successfully in a community based team environment, as well as work independently with minimal supervision. Because this position regularly sends out official documents on behalf of the Chair and department as a whole, a high degree of attention to detail and accuracy is a must. We are looking for someone who shows the desire to identify opportunities for changes to processes, procedures and duties, as well as a willingness to assume additional responsibilities. A successful candidate will be proactive in all aspects of the position at once imaginative and able to think outside the box. At the same time, 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 in order to attend evening events or to meet upcoming project deadlines.

Desired Qualifications*

A Bachelor's degree or higher in a relevant field is highly desired.

At least 5 years of administrative support to an upper level manager/executive is desired, preferably in an academic setting.

Experience writing proposals for funding highly desired.

Additional Information

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.