Job Information
University of Michigan Executive Assistant and Projects Coordinator in Ann Arbor, Michigan
Executive Assistant and Projects Coordinator
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How to Apply
A cover letter is required for consideration for this position and should be attached to the first page of your resume. This cover letter should address your specific interest in this role and outline your skills and experience directly related to the position.
Job Summary
The University of Michigan Office of the President is seeking an experienced and dynamic candidate to support the work of the Deputy Chief of Staff and Senior HR Advisor (DCoS). The ideal candidate will have experience providing administrative and project support with attention to detail and accuracy, problem-solving skills, and the ability to multitask in a high-energy environment.
The Executive Assistant and Projects Coordinator will report directly to the Deputy Chief of Staff and Senior HR Advisor (DCoS) and support them and their team. The role will have independent responsibility for a significant volume and variety of high-level functions and handling matters of a confidential and sensitive nature.
The role will provide scheduling and HR administrative support for an array of HR processes, strategic priorities, and projects that include executive searches, presidential advisory committees, and more.
The successful applicant will have experience handling multiple calendars and supporting the administrative work of strategic and complex projects. The position will be primarily on-site in Ann Arbor with the opportunity for a hybrid schedule in accordance with operational needs. Some work on evenings and weekends may occasionally be required to accommodate the office schedule and events.
The Office of the President regularly interacts with senior leaders, faculty, staff, and students across campuses, departments, colleges, and units, giving the person in this position an exciting opportunity to experience the full breadth of the university, contribute to impactful projects, and build professional connections.
The salary range for this position is $65,000 - $75,000.A higher salary may be considered for an exceptionally qualified candidate.
Why Work at Michigan?
In addition to a career filled with purpose and opportunity, the University of Michigan offers a comprehensive benefits package to help you stay well, protect yourself and your family, and plan for a secure future. Benefits include:
Generous time off
A retirement plan that provides two-for-one matching contributions with immediate vesting
Many choices for comprehensive health insurance
Life insurance
Long-term disability coverage
Flexible spending accounts for healthcare and dependent care expenses
Responsibilities*
Administrative and Project Support
Provide administrative support for the DCoS, including maintaining and coordinating complex calendars and varied meetings requiring coordination with multiple individuals and departments. This often includes responding to frequent schedule changes and coordinating the related arrangements.
Strategic scheduling and managing logistics for projects and individual and group meetings, including the outreach to participants, preparation of documents, presentations, and reports, and maintaining organized and accessible records.
Initiate and assist with projects, events, data gathering, and records maintenance.
Prepare P-Card and hosting documentation for reconciliation and process travel reimbursements and expense reports. Coordinate travel arrangements and itineraries.
Prepare and/or support the development of correspondence, briefing documents, reports, memoranda, and communications, including items that may be signed by executive officers.
Perform research and other tasks on various projects. Analyze data and use data to make recommendations.
Provide reception, administrative, and logistical support for the Office of the President, including supporting the logistics of leadership team meetings when necessary.
Perform other tasks as developed and assigned.
HR Support
Provide administrative support for the HR functions of the Office of the President and respective reporting areas, including administrative support for the full life cycle of the employment process, including recruitment, searches, staffing, onboarding and offboarding, reappointment reviews, compensation, performance management process, and conflict of interest/conflict of commitment.
Support the search process by participating in the development of documents and timelines, scheduling meetings, arranging meeting locations, and other logistics.
Triage support for HR issues and provide advice or escalate to the appropriate resource for handling and resolution.
Process Personnel Action Requests (PARs) and HR transactions or partner with the Shared Services Center and Executive Business Services to process job postings, job offers, background checks, HR data changes such as effort changes, pay rate, title changes, etc.
Required Qualifications*
Bachelor's degree or the equivalent combination of skills and experience.
At least five years of progressively responsible HR or office/administrative responsibilities, or comparable work experience.
Proven track record of advancing in administrative roles with increasing responsibilities, preferably in an academic environment.
Meticulous attention to detail, superior proofreading ability, the ability to consistently produce accurate work, and excellent organizational skills.
Demonstrated commitment to diversity, equity, and inclusion principles.
A high degree of professionalism and use of sound judgment, discretion, and diplomacy at all times. Experience dealing with confidential and sensitive matters.
Demonstrated ability to professionally interact with diverse populations, including executive officers, leaders at all levels, faculty, students, staff, and the public.
Demonstrated ability to set priorities, solve problems, take initiative, and be resourceful under tight deadlines and multiple priorities.
Ability to work independently and as a member of a team, manage multiple assignments and priorities while performing a wide range of activities with accuracy.
Experience with Microsoft Office products and Google Suite and openness to learning new tools as necessary.
Desired Qualifications*
Understanding of University policies, procedures, and regulations.
Experience working with PeopleSoft technology and other university operating systems.
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 thework modes (https://hr.umich.edu/working-u-m/my-employment/ways-we-work-resource-center/ways-we-work-implementation-group/modes-work) .
U-M EEO/AA Statement
The University of Michigan is an equal opportunity/affirmative action employer.
Job Detail
Job Opening ID
258291
Working Title
Executive Assistant and Projects Coordinator
Job Title
Executive Secretary
Work Location
Ann Arbor Campus
Ann Arbor, MI
Modes of Work
Hybrid
Full/Part Time
Full-Time
Regular/Temporary
Regular
FLSA Status
Nonexempt
Organizational Group
President Office
Department
Office of the President
Posting Begin/End Date
12/23/2024 - 1/07/2025
Salary
$64,000.00 - $75,000.00
Career Interest
Administration
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