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.

JOB SUMMARY

The Department of Philosophy in the College of Literature, Science, and the Arts is excited to announce an opening for an experienced Executive Assistant. This is an excellent opportunity to join a supportive and welcoming team of professionals who are passionate about their work in an environment that prioritizes individual professional growth for staff at all levels.
We seek a collaborative professional who can provide high-level administrative support to the Department Chair with exceptional efficiency, organizational skills, and perceptiveness. The ideal candidate will work effectively with a variety of groups, advancing important departmental initiatives with a service-oriented approach, emotional intelligence, critical thinking, and problem-solving. This role requires a steadfast individual who can navigate complex environments with discretion and confidentiality while continuously seeking opportunities to improve processes and develop innovative solutions.
The successful candidate will excel at managing substantial workloads in a fast-paced, dynamic environment, advancing multiple projects simultaneously. Candidates with advanced computer skills, experience in Academic human resources processes, and meticulous attention to detail are strongly encouraged to apply. This position reports to the Chief Administrator (CA) and receives a significant portion of daily work from the Department Chair. This position will require on-site work a minimum of four days per week.

REQUIRED QUALIFICATIONS*

A bachelor’s degree or equivalent work/educational experience with three or more years of advanced administrative experience in an academic setting.
Demonstrated ability to work independently as well as part of a collaborative team while promoting a culture of respect, professionalism, and cooperation.
Flexibility to adapt to change as priorities shift in a dynamic workplace and display excellent judgment while operating in a highly professional manner.
The ability to prioritize multiple complex projects and initiatives simultaneously and successfully meet deadlines.
Exhibit excellent written, oral, and interpersonal communication skills, including being a fluent writer with the ability to draft high level documentation.
Exercise a high-level of discretion, sound judgment and decision-making skills regarding sensitive and confidential matters.
Exhibit diplomacy, composure, and respect while working with the heterogeneous group of faculty, staff, and students we serve.
Exemplifies our organizational values of integrity and trust, accountability and sound judgment, collaboration and innovation, and fostering a safe, positive, and engaged community.

DESIRED QUALIFICATIONS*

Experience providing administrative support to senior-level faculty, management, or executives in an academic setting, preferably at UM or a comparable institution.
Experience at UM handling tenure and promotion cases as well as faculty recruitment.
Working knowledge of LSA tenure and promotion policies and procedures.

Academic HR support:
Faculty recruitment- schedule faculty search calendar, meetings, and candidate visits, arrange posting, upload materials, work directly with applicants, and assemble hiring case for submission
Promotion and tenure- schedule meetings, coordinate correspondence for external review, assemble case for review panel, and submission to LSA Executive Committee.
Third Year Reviews- work directly with faculty under review and department chair to create review portfolio and disseminate to voting faculty at appropriate time.
Lecturers - Maintain the review calendar for LEO lecturers. Manage review notifications and processes.
Work directly with faculty to ensure leave requests are routed appropriately through the Faculty Life Cycle tool. Communicate leave information to other department staff.
Coordinate Retirement Memoirs with Chair and CA.
Administrative Support:
Google Calendars - Manage calendars for the Department Chair and provide assistance with the Chief Administrator calendar.
Provide support for Department meetings - collaborate with Chair and CA to set meeting schedules and agendas. Reserve rooms. Take minutes and prepare for distribution at future meetings.
Provide support for Executive Committee meetings - collaborate with Chair and CA to set meeting schedules and agendas.
Assist Chair and CA in finalizing and distributing committee assignments.
Make frequent updates to the department websites and portals.
Maintain a variety of records using department shared drives and other electronic filing systems.
Maintain a variety of tracking spreadsheets and documents for departmental processes.
Draft correspondence for Chair and CA.
Facilities and Space:
Serve as point person for facilities issues
Make recommendations to CA for facilities and equipment
Work with CA on office space assignments, ready new office spaces, and maintain list of office space assignments
Other Projects:
Assist CA with departmental projects
Assist Student Services Team with annual graduation receptions as needed
In consultation with Chair, assist with planning department events such as the Tanner Lecture on Human Values
Assist the Chief Administrator with donor stewardship
Coordinate alumni relations and work collaboratively with the Publicity and Events Specialist