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 Asian Languages and Cultures in the College of Literature, Science, and the Arts is excited to announce an opening for a highly skilled 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.

An enthusiastic, detail-oriented, professional, and positive persona is critically important to this position. The ability to manage a large workload, efficiently complete projects in a timely manner and multi-task in a dynamic, fast-paced environment is essential. The candidate must also be able to deliver exceptional customer service to a diverse community of faculty, fellows, staff, students, and visitors.

This position will require on-site work a minimum of four days per week.

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*

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 approximately 35 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 ALC Department Chair and provide assistance with Chief Administrator calendar.
Provide support to the ALC Language Program Committee (schedule meetings and secure meeting rooms, take minutes and distribute to members).
Provide support for ALC 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 ALC Executive Committee meetings - collaborate with Chair and CA to set meeting schedules and agendas. Reserve rooms. Take minutes (for MES meetings) and prepare for distribution at future meetings.
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

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.
Skills that include a high level of critical thinking, problem solving, troubleshooting, sound judgment, and decision-making.
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.
Motivated, proactive, innovative, and collaborative, with the skills and drive to develop new initiatives and processes.
Exhibit excellent written, oral, and interpersonal communication skills, including being a fluent writer with the ability to draft high level documentation.
Attention to detail, organizational skills, understanding of confidentiality, and the ability to follow complex directions.
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 diverse 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 an inclusive, 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.
Experience working with LSA's Management Reporting System (MRS) and the Faculty Life Cycle Portal.

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 the work modes.

Additional Information

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.