Executive Secretary

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.

Summary

Department Summary

Student Life at the University of Michigan is charged with facilitating a positive and transformative Michigan experience for all students and

supporting their overall development while providing essential programs and services for all elements of student health. The cornerstones of our

work are our values of diversity, equity, and inclusion, and we seek to promote these throughout all aspects of campus life. We constantly strive for

excellence, tirelessly seeking to foster an even better campus culture and future for our students and the overall community of Leaders and Best at

the University of Michigan.

Job Summary

The Executive Secretary provides advanced administrative support of a highly responsible, sensitive, and confidential nature for senior management and executives in the Office of the Vice President for Student Life. This position reports to both the Associate Vice President for Student Life and Associate Vice President for Student Development, Learning, and Social Change Education and provides assistance to the Executive Assistant to the Vice President for Student Life, and as well as assistance to Student Life Research.

Responsibilities*

Administrative support for AVPs for Student Life (45%)

• General support, calendar management, scheduling, travel arrangements, and document creation/management
• Special projects as assigned, including support on behalf of the AVPs such as outreach to the University community and beyond, draft communications requiring judgment and tact, such as preparing letters of recommendation and email responses, and assistance in preparing a wide array of presentations and materials
• Track requests from, and made of, direct reports and assist direct reports when necessary (hiring, scheduling, etc.)
• Provide general support to Student Life Research, including meeting scheduling, annual Research Symposiums, processing of student survey incentives and special projects as assigned
• Identify proactive work to add value and efficiencies to areas
• Represent area professionally through high quality work and professional demeanor
  
  
  

Coordinate logistics & planning for Student Life events/projects (35%)

• Administrative coordinator and logistics liaison for recurring meetings/committees, including, but not limited to: Student Life Strategy, Student Life Leadership Assembly, Student Affairs Network, Student Relations Advisory Committee, Student Life Support, and Student Life Celebration, which includes meeting scheduling, securing adequate meeting space, ordering catering, AV set up, material and room preparation, attendee roster maintenance, drafting of minutes, document repository maintenance, and tasks as assigned by meeting owner(s) Current additional projects: OVPSL liaison for the university-wide Telephone Service Upgrade Project
  
  
  

General Administrative Support (20%)

• Track office supply inventory and purchase items as requested by the Office of the Vice President for Student Life staff
• Maintain various email groups, reference lists, and training/informational documents
• Submit work orders for office and furniture construction, issues, etc.
• Act as a floor marshal and member as the Building Incident Response Team, attending meetings regarding building safety, lead building emergency response actions, etc.
• Assist with searches, providing administrative support in the scheduling, interviewing, hiring, onboarding and training of new permanent and temporary employees, as well as student temps, which may include resume review, interview question creation, reference checks, etc.
• Coordinate administrative aspects of high-level search processes, including acting as liaison between HR, hiring manager, and search firm (when necessary), coordinating all onsite search activities (interview and presentation scheduling, lunch and catering scheduling preparation, drafting of introduction of finalists for presentations, escorting finalists to campus locations, etc.), and addressing the needs of finalists
• Reconcile Concur expense and travel reports for Associate Vice Presidents for Student Life, both designated and submitted by direct reports, ensuring that all submissions are accurate and abide by University policies
• Reconcile designated PCard for position, submitting expense reports in a timely manner and adhering to University policies
• Process all non-PCard purchases (e.g. non-po vouchers, requisitions, travel reimbursements-non employee, Special Payments, People Pay) for select situations, such as for the annual Research Symposium.
  
  
  

Required Qualifications*

• Bachelor's degree or equivalent combination of education and experience
• Advanced level of experience using the Google suite (Gmail, Calendar, Drive, Docs, Sheets)
• Advanced level of experience with Microsoft Office (Word, Excel, PowerPoint)
• Minimum 5 years of progressively responsible administrative experience supporting senior level role
• Evidence of experience exercising professional judgment and discretion
  
  
  

Desired Qualifications*

• Bachelor's Degree
• Knowledge of the University environment and University Policies & Procedures
• Basic experience using Wolverine Access/MPathways, Financials & Student Records
• Experience using Concur
• Experience with setting up and facilitating both individual and hybrid (in-person/virtual attendee) Zoom meetings
  
  
  

Additional Information

Position Criteria

• Demonstrated ability to work collaboratively as part of a team
• Ability and interest in developing professionally
• Flexible and willing to perform other tasks as assigned
  
  
  

Financial/Budgetary Responsibility

• N/A
  
  
  

Working conditions

• This position may require evening and weekend work on occasion.
  
  
  

Work Environment

• This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
  
  
  

Physical Demands

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
• While performing the duties of this job, the employee is regularly required to communicate and exchange information. The employee frequently is required to remain in a stationary position for extended periods of time.
• This position requires the ability to occasionally move office products and supplies, up to 20 pounds.
  
  
  

Additional Information

Selected candidates whose start date is after 4/1/2024 or before 8/31/2024 will not be eligible for the university FY 24-25 salary/merit plan unless otherwise notified.

This role may have reporting obligations under Title IX and Clery.

Authorization to work in the U.S. is a precondition of employment and applicants for this position will not be sponsored for work visas.

Salary may vary depending on qualifications, experience, and education of the selected candidate.

Relocation will not be offered for this position.

#studentlife

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.