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Executive Secretary

Company: College Engineering
Location: Ann Arbor
Posted on: January 16, 2020

Job Description:

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.

Job Summary
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 engineering programs.
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 matters.
  • 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 stakeholders
  • 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 timely completion.
  • 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 scholars.
    • 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 Activities (15%)
      • 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 series events.
      • 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 (5%)
        • Maintain various departmental and committee email groups.
        • Serve as primary responder for general inquiries, providing information, making referrals, greeting and assisting visitors, etc.
        • Assist with handling and reviewing incoming and out-going mail.
        • 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.

          Required Qualifications*
          • A Bachelor's degree in a related field, or an equivalent combination of education and related experience may be considered.
          • 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 deadlines.
          • 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 procedures.
          • 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 goals.
          • 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 partners.
          • Ability to occasionally work extended or flexible hours in support of department needs and activities.

            Desired Qualifications*
            • Professional experience in a higher education setting is strongly preferred.
            • Proficiency in university systems such as MPathways, Wolverine Access, and Concur.
            • Knowledge of University policies and procedures.

              Additional Information
              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:

              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.

Keywords: College Engineering, Ann Arbor , Executive Secretary, Administration, Clerical , Ann Arbor, Michigan

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