Executive Assistant Mathematics

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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 role.

Summary

This position is in the department of Mathematics, within the College of Literature, Science and the Arts.  This position supports the 140 faculty who are part of the teaching, research, and service of Michigan mathematics. The Executive Assistant supports the math leadership with the workflows and processes related to our mission.  Our administrative team work together to provide our faculty with professional, friendly, and competent support.

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*

50% - Administrative Support:

• Provide comprehensive administrative support to the Chair of Mathematics including managing calendars and coordinating meetings and events.
• Prepare and distribute correspondence, reports, and presentations.
• Obtain the Chair's signature on various documents in the department.
• Maintain accurate records and files, ensuring efficient retrieval of information.
• Renew and maintain institutional dues and student memberships.
• Manage Chair's daily reminders and to-do list.
• Coordinate and prepare nominations/renewals for faculty honors, awards, and professorships.
• Work with the Chair to solicit committee preferences from the faculty and help to make committee assignments and maintain the committees list.
• Awards management: establish and maintain an awards database encompassing both internal and external awards available to department faculty.
• Manage the process of applying for and receiving awards, ensuring faculty are informed and supported throughout.

35% - Communications and Events Coordination:

• Be the primary contact for internal and external inquiries directed to the Chair's office, demonstrating professionalism and discretion in all interactions.
• Facilitate effective communication between the Chair and various stakeholders, including faculty, staff, students, and external partners.
• Coordinate events for the department, including logistical arrangements and communications for faculty meetings, Executive Committee meetings, Personnel Committees, cohort lunches, prestigious lecture series, and campus visits for job candidates.
• Manage room reservations for the Chair's Conference Room, Common Room, Lower Atrium, and Upper Atrium
• Update web pages and events pages for faculty and other unit activities.
• Manage Chair's Digest newsletter

10% -  Project/Information Management:

• Assist in the planning, coordination, and execution of special projects and initiatives as assigned by the Chair.
• Track project timelines, milestones, and deliverables to ensure timely completion and adherence to objectives.
• Conduct research and gather data to support decision-making and strategic planning efforts.
• Maintain confidentiality and discretion when handling sensitive information, such as personnel records, student records, and institutional data.
• Organize and maintain electronic and physical filing systems to ensure efficient retrieval and storage of information.
• Help develop and implement data management protocols and procedures.

5% - Professional Development:

• Remain knowledgeable of industry trends, best practices, and advancements in academic administration through ongoing professional development activities.
• Seek opportunities for skill enhancement and growth to continuously improve performance in the role.
• Demonstrate a commitment to professional excellence and ethical conduct in all aspects of work.
  

Required Qualifications*

• Bachelor's degree or equivalent combination of education and experience.
• 2-4 years of relevant experience in the areas of administration.
• Proficient in typical business software, including Microsoft Office (Outlook, Word, Excel, PowerPoint), Adobe, Google, and Zoom programs.
• Excellent oral and written communication skills, including the ability to effectively interact with a diverse group of individuals.
• Strong organizational and planning skills with the ability to set priorities, handle multiple assignments, and meet deadlines.
• Strong sense of integrity with the ability to appropriately handle confidential and sensitive information.
• Ability to work independently and as part of high functioning team.
• Ability to think autonomously and escalate issues as needed.
• Commitment to diversity, equity, and inclusion.

Desired Qualifications*

• University of Michigan administrative experience is strongly desired. 
• Advanced knowledge and demonstrated proficiency in Dropbox and Google Drive (documents, spreadsheets, forms) desired.
• Advanced knowledge of and demonstrated proficiency with web browsers

Work Schedule

We offer a flexible hybrid work schedule. 

Additional Information

The salary range for this position is $54,400 to $68,000, please note a higher salary may be offered based on equity and the selection candidate's experience.

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.

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.