Executive Assistant

Job Summary

The University of Michigan-Dearborn seeks an experienced Executive Assistant to provide high-level administrative and executive support in the Office of the Provost, providing support to the Provost Office Leadership team, including management of calendar scheduling, travel arrangements, as well as administrative and operational activities for the Provost Office. This individual will perform administrative duties of a highly responsible, sensitive and confidential nature, requiring demonstrated qualities of efficient and imaginative management and planning. This position requires commitment to quality work, independent judgment to manage multiple tasks, a pledge to service excellence, significant flexibility and a positive team-based approach to problem solving.

Responsibilities*

• Scheduling for Provost and Associate Provosts and proactively monitoring their calendars
• Providing support for Provost in terms of managing deadlines ahead of schedule, anticipating needs, planning as necessary
• Providing written communication on behalf of the Provost and drafting of appointment letters
• Prepare and process all Regents Communications
• Reviewing/actioning monthly missing timesheet reports, reviewing monthly department reports, probationary periods, I-9 processes, IT Comm issues, other personnel and financial issues/questions; management of HR/recruiting processes for office, as needed; budget clearance routing
• In consultation with Provost Office leadership, expense approval questions/reports
• Oversight and/or coordination of events and meetings (i.e., faculty awards ceremony, student Honors Convocation, staff/team events, Provost Office listening sessions, coordination with Chancellor?s office, etc.)
• Creation and maintenance of Council of Dean agenda and taking notes at the meetings
• Screening and management of phone calls and mail
• Purchasing/ordering of supplies as needed
• Travel management for Provost and Associate Provosts as needed
• Management of office, including but not limited to relocation projects and logistics and in consultation with Provost and Associate Provosts
• Administrative support for the university accreditation process
• Supervision of all student assistants
• Other duties as assigned

Required Qualifications*

• Relevant experience supporting a senior level administrator in higher level education
• Adaptable to various competing demands and experience in delivering the highest level of customer service and responsiveness
• Proven organizational skills that reflect ability to analyze data and prioritize multiple projects seamlessly with excellent attention to detail
• Exceptional written and oral communication skills with the ability to effectively communicate and work with all levels of constituents while operating in a fast-paced, proactive customer service environment
• History of being a team player and the ability to thrive in a collaborative environment, both throughout the Provost office and across campuses, while also able to work independently
• High level of interpersonal skills with the ability to maintain confidentiality and exercise discretion
• Advanced proficiency in relevant software applications (Microsoft Office Suite, Google applications, and financial reporting systems) .

Desired Qualifications*

• Bachelor's degree
• Experience working in higher education
• Knowledge of University of Michigan system, policies and procedures
• Competence with technology in general, including design software.

Work Schedule

On campus, with the possibility of one day virtual.

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 .

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.

Job Detail

Job Opening ID

251299

Working Title

Executive Assistant

Job Title

Exec Secretary to Top Exec

Work Location

Dearborn Campus

Dearborn, MI

Modes of Work

Hybrid

Full/Part Time

Full-Time

Regular/Temporary

Regular

FLSA Status

Exempt

Organizational Group

Dbn Off Acad Affairs

Department

Dbn Office of the Provost

Posting Begin/End Date

7/08/2024 - 9/18/2024

Salary

$73,000.00 - $78,000.00

Career Interest

Administration