Company: College Engineering
Location: Ann Arbor
Posted on: January 16, 2020
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
Integrative Systems + Design (ISD) is an innovative academic unit
in the College of Engineering (CoE) that is dedicated to educating
leaders who can think transformatively and create lasting value in
the workplace and society. By integrating the depth and breadth of
intellectual resources across CoE and the University, ISD offers
uncommon educational opportunities through its multiple
interdisciplinary graduate degrees. These opportunities are offered
on campus as well as through collaborative online learning
environments that allow for globally diverse and non-traditional
student engagement. ISD has been consistently ranked among the top
tier-one universities in the United States for best online
As a key member of the ISD administrative team, this position
provides advanced support for the ISD Chair and Leadership Team, as
well as program and partnership initiatives across ISD's portfolio.
The ideal candidate is a well-rounded professional with a strong
background in providing support for complex administrative
operations, procedures, and personnel, who has experience working
effectively with diverse audiences, and brings a dedication to
quality and responsive customer service.
Administrative Support for ISD Chair and Leadership (50%)
- Exercise a high level of initiative, independent judgement,
diplomacy, and discretion regarding sensitive and confidential
- Manage the complex scheduling of the Chair's appointment
calendar, and work collaboratively with them to assess and
prioritize requests, commitments, and conflicts in order to ensure
the most effective use of time.
- Provide the Chair with regular updates, including timely and
accurate information about meeting purposes and participants, and
pro-actively plan for near-term and future scheduling needs.
- Coordinate all meeting logistics such as participant
attendance, room reservations, tech support, agendas, action items,
materials preparation, catering, signage, greeting, etc.
- Serve as the departmental point of contact for coordinating
Chair or leadership team meetings with College of Engineering or
University personnel, other internal partners, or external
- Develop and maintain effective professional relationships with
CoE, other department, and university personnel.
- Work with the Chair and leadership team to prepare agendas and
materials for Planning Committee, Program Director, faculty, staff,
ISD committee, or other meetings, and attend meetings as directed
to take minutes and maintain a record of proceedings.
- Draft correspondence and documents for Chair or leadership
review, such as letters, memos, emails, invitations, donor
communications, etc., and distribute appropriately.
- Maintain workflows for relevant ISD, CoE, or university awards,
and coordinate the nomination and selection processes with the
Chair and leadership team.
- Provide support for the Chair and leadership team for travel
and out-of-pocket expenses, including making arrangements,
reconciliation, and reimbursement.
- Reconcile and manage related purchasing card expenses in a
timely and accurate manner (Concur system).
- Maintain record-keeping practices for relevant documentation in
accordance with ISD and university policies, and ensure accuracy,
appropriate access, and completeness.
- Utilize effective systems to develop workflows, monitor actions
and timelines, and report on the progress of assignments to ensure
- Assist the Chair and leadership team as needed with other
departmental business. Academic and Faculty Support (30%)
- Manage the annual evaluation process for ISD faculty,
lecturers, professors of practice, and ISD program reviews,
including monitoring timelines, scheduling review meetings,
gathering and preparing materials, finalizing and submitting
reports, and maintaining all review documents.
- Work with CoE Academic Affairs and the ISD HR Generalist on
special review processes for faculty promotion and tenure,
professor of practice re-appointments, or required lecturer
reviews, including supporting review committees, monitoring
timelines, scheduling meetings, document/casebook preparation,
soliciting and collecting letters, finalizing and submitting
reports, and maintaining all review documents.
- Manage the recruitment process for ISD faculty, lecturers, and
professors of practice, from position request through candidate
selection. Includes: supporting the search committee, monitoring
timelines, submitting position requests, document/casebook
preparation, advertising, monitoring applications, travel
arrangements and reimbursement, coordinating interviews and
presentations, escorting candidates, finalizing selection, and
coordinating the offer process.
- Work with the ISD HR Generalist to do hiring, re-appointment,
or leave personnel actions for faculty, lecturers, professors of
practice, and ISD Program Directors.
- Manage the processes for ISD Program Director administrative
appointments and renewals, and for faculty joint appointments.
- Coordinate sabbatical request processes.
- Manage the processes and arrangements for visiting
- Provide general administrative support for ISD faculty,
lecturers, professors of practice, and committees.
- Assist with implementing the selection and assignment of GSI
positions for courses. Coordination of Special Projects and
- Provide project coordination and logistical support for
one-time and recurring activities such as advisory board meetings,
focus groups, retreats, workshops, conferences, Alumni Award
Luncheon, town halls, graduations, departmental reviews, etc.
- Provide coordination and logistical support for ISD seminar
- For all events, manage logistics including: tasks and
timelines, room reservations, audio/visual, tech support, materials
preparation, catering, signage, guest speaker arrangements,
itineraries, displays, special needs requirements, PR, budgeting,
event debrief and assessment, follow-up actions, etc.
- Assist with special projects as needed. Overall ISD Support
- Maintain various departmental and committee email groups.
- Serve as primary responder for general inquiries, providing
information, making referrals, greeting and assisting visitors,
- Assist with handling and reviewing incoming and out-going
- Assist in the information gathering, preparation, and
distribution of various reports.
- Provide back-up support for other ISD administrative staff
positions as needed.
- Pro-actively make suggestions for implementing best practices
in departmental processes.
- Assist in promoting a positive team atmosphere and supporting
diversity, equity, and inclusion.
- Assist in overseeing the physical appearance of the department
space to ensure a welcoming and professional environment.
- May perform other responsibilities as assigned.
- A Bachelor's degree in a related field, or an equivalent
combination of education and related experience may be
- Minimum of 5 years of related administrative experience in
highly responsible positions supporting senior management,
preferably in an academic setting.
- Demonstrated strong ability to exercise professionalism, handle
highly confidential and sensitive information, and use sound
judgement, diplomacy, and discretion in all actions.
- Demonstrated high level of initiative, the ability to plan and
carry out complex activities to successful completion, and the
flexibility to adjust for changing needs and priorities.
- Demonstrated experience with providing executive-level support
for calendar management, meetings and events, correspondence,
travel arrangements, financial reimbursements, etc.
- Experience with personnel processes such as recruitment,
appointment, review, promotion, and leaves, preferably for faculty
in an academic setting.
- An exceptional work ethic with excellent customer-service
skills, including a demeanor that is courteous, professional,
responsive, empathetic, and positive.
- Demonstrated skills in multi-tasking, prioritizing,
problem-solving, decision-making, accuracy, detail-oriented,
anticipating needs, tracking milestones, and meeting
- Excellent proficiency in Microsoft Office applications (Word,
Excel, PowerPoint), Google applications (Gmail, Calendar, Drive,
Docs), Adobe Acrobat, MBox, and other business tools and systems in
a PC environment.
- Ability to interpret, apply, and help develop policies and
- Ability to analyze, identify, and implement areas for process
and service improvements.
- Experience working with digital and conventional record-keeping
and tracking systems.
- Demonstrated excellent verbal, written, presentation,
interpersonal, and networking skills that show the ability to
interact effectively and diplomatically with all levels of
participants, partners, and audiences.
- Excellent project management, organizational, analytical, and
critical thinking skills involving multi-faceted initiatives, with
a demonstrated ability to successfully meet deadlines and strategy
- Strong collaborative working style with the ability to work
both independently and as a member of a team in a flexible, dynamic
environment, and to contribute to a positive work environment that
values respect, customer service, listening, and learning.
- Demonstrated awareness and implementation of best practices in
fostering diversity, equity, and inclusion principles, and working
with diverse groups of people.
- Demonstrated ability to respectfully communicate and work
collaboratively with individuals of all backgrounds and at all
organizational levels, preferably including staff, faculty,
students, alumni, higher education administration, and external
- Ability to occasionally work extended or flexible hours in
support of department needs and activities.
- Professional experience in a higher education setting is
- Proficiency in university systems such as MPathways, Wolverine
Access, and Concur.
- Knowledge of University policies and procedures.
ISD is an inclusive and innovative community that is dedicated to
integrating disciplines for an uncommon and premier education with
a global reach. For more information please see:
Michigan Engineering's vision is to be the world's preeminent
college of engineering serving the common good. This global
outlook, leadership focus and service commitment permeate our
culture. Our vision is supported by a mission and values that,
together, provide the framework for all that we do. Information
about our vision, mission and values can be found at:
The University of Michigan has a storied legacy of commitment to
Diversity, Equity and Inclusion (DEI). The Michigan Engineering
component of the University's comprehensive, five-year, DEI
strategic plan-along with updates on our programs and resources
dedicated to ensuring a welcoming, fair and inclusive
environment-can be found at:
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
Keywords: College Engineering, Ann Arbor , Executive Secretary, Administration, Clerical , Ann Arbor, Michigan
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