Executive Coordinator

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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 position. Candidates who fail to meet this requirement will not be considered for the position. 

Summary

The Chemistry Department is seeking an Executive Secretary who will serve as a significant member of the Chemistry Department's administrative team. This role has two main components; 1) provide high-level support to the Chair, Associate Chair, Executive Committee, and Chief Administrator, and 2) serve as a lead coordinator for the department's largest and most important initiatives.

The selected individual will provide highly responsible, proactive, and professional administrative support on matters of a visible and confidential nature, using sound judgment, dependability, flexibility, discretion, and excellent interpersonal and organizational skills. This individual handles multiple complex tasks and interacts with individuals at all levels of the College, University, and external to the University.

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.

Who We Are

The Department of Chemistry has a long tradition of excellence in the chemical sciences. Since 1844, the University of Michigan has been offering studies in this field. As the questions that chemists ask have become more complex, the University of Michigan Department of Chemistry has pushed the boundaries of traditional work in fundamental chemical sciences into the interface with other disciplines. Today our faculty are leading quests for cleaner energy sources, better battery technology, greener chemical production, improved biomedical diagnostics and a
host of other work that addresses fundamental challenges of national and global importance. They are driving improvements in the teaching of chemistry and expanding opportunities for STEM education for persons of all backgrounds. Our graduate programs include masters and PhD options. The University of Michigan PhD program offers cutting edge research in a collaborative environment with a community of over 300 students. More information about the department can be found at https://lsa.umich.edu/chem.

Responsibilities*

RESPONSIBILITIES MAY INCLUDE

• Executive Support; Provide high-level administrative support to the Chair and Chief Administrator. Screen and triage incoming Chair's telephone calls and visitors. Resolve both routine and complex inquiries from faculty, staff, and students. Create travel itineraries and coordinate all travel arrangements.
• Letters and Correspondence; Prepare written communication, record meeting minutes, manage document storage and retrieval, and handle confidential information. Proofread memos, letters, emails, reports, and other documents using word processing, spreadsheet, database, or presentation software. Draft notification and award emails, prepare reports, record decisions, and track completion of action items.
• Calendaring/Scheduling Meetings; Review commitments, prioritize/escalate high-priority items, plan for near-term/future events, provide timely and accurate information about meeting participants and purposes, etc. Prepare agendas and provide supporting material for meetings.
• Faculty Affairs; Develop and maintain a high level of understanding of all LSA procedures for faculty. Submit complete and accurate dossiers to the LSA Executive Committee in accordance with LSA and UM policy and procedures. Become an expert in the LSA Faculty Life-cycle workflow processes, including recruitment, reviews, leaves, award nominations, and retirement. Collaborate workflow for lecturer and tenure/tenure track faculty to include: Major reviews, Third-year reviews, Promotions, and tenure material assembly to ensure that deadlines are met.
• Day-to-day Operations; Manage/oversee relevant collective email groups. Hire, train, and provide functional supervision to student office assistants. General administrative duties include backing up the front desk in times of absence: answering the departmental phone line, assisting departmental personnel with printer and copier difficulties, and sorting and distributing mail. Reconcile select accounts, purchasing cards, and other travel/hosting expenses using Concur.

Required Qualifications*

• High school diploma
• 5+ years of progressively responsible administrative experience
• Meticulous organizational skills and attention to detail
• Ability to maintain confidentiality, exercise discretion, and good judgment
• Outstanding verbal, written, and interpersonal communication skills
• Demonstrated competence in writing and editing documentation for diverse audiences
• High level of critical thinking, problem-solving, and decision-making
• Self-starter who can work independently, set priorities, and handle multiple assignments and deadlines
• High level of proficiency with technology and software (Word, Excel, PowerPoint, Access, Google Suite, Adobe Acrobat, and Zoom)

Desired Qualifications*

• Bachelors degree 
• Experience providing executive support in an academic environment and/or higher education
• Working knowledge of University of Michigan policies, procedures, and systems
• Consistently seeks innovation and collaboration with original thinking and risk taking to find fresh solutions

Additional Information

The salary range for this posting is $56,000-$68,000. A higher salary may be possible for well-qualified candidates.

This position requires an onsite presence four days per week.

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.

To learn more about diversity, equity, and inclusion in LSA, please visit lsa.umich.edu/lsa/dei.

To learn more about LSA's Mission, Vision and Values, please visit lsa.umich.edu/strategicvision .

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.