Executive Secretary

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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 relate to this position. Failure to meet this requirement will disqualify the candidate from further consideration.

Summary

The Program in Biophysics is seeking an Executive Coordinator who will serve as a contributing member of the Program in Biophysics administrative team. This role has two main components: 1) provide high-level support to the Director, Associate Directors, and Program Manager, and 2) serve as a lead coordinator for the program's largest and most important initiatives.

The selected individual will provide responsible, proactive, and professional administrative support on matters of a visible and confidential nature, using sound judgment, dependability, flexibility, and discretion, with excellent interpersonal and organizational skills. This individual will handle multiple complex tasks and interact 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

Biophysics at the University of Michigan has had a long history, having a start in theDepartment of Physics (https://lsa.umich.edu/physics) in the 1930s and culminating in the present independent unit in theCollege of Literature, Science and the Arts (LSA) (https://lsa.umich.edu/) in 2007. Biophysics comprises vital and growing graduate and undergraduate programs where we are discovering the underlying physical and physicochemical principles that make biology, medicine, and ultimately, life possible. Cutting-edge experimental techniques like super resolution microscopy and high-performance computer modeling are employed to achieve a quantitative understanding of biological processes and provide the basis for future biomedical breakthroughs like rational drug design or nanomedicine. More information about the program can be found at https://lsa.umich.edu/biophysics .

Responsibilities*

• Executive Support: Provide high-level administrative support to the Director, Associate Directors, and Program Manager, including assistance with special projects. Screen and triage departmental and Director's telephone calls and host visitors. Manage and maintain the Director's calendar and create meetings on their behalf. Resolve both routine and complex inquiries from faculty, staff, and students. Create travel itineraries and coordinate travel arrangements for the Director and faculty candidates.

• Letters and Correspondence: Prepare written communication, prepare and distribute supporting material for departmental meetings, draft meeting minutes, manage document storage and retrieval, and handle confidential information. Proofread memos, letters, emails, reports, and other documents using word processing, spreadsheets, databases, or presentation software. Draft notification and award emails, prepare reports, record decisions, donor acknowledgment letters, retirement and memorial memoirs, and track completion of action items.

• Calendaring/Scheduling Meetings: Review commitments, prioritize/escalate high-priority items, plan for near-term/future events (weekly staff meetings, monthly faculty meetings, and annual departmental 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. Oversee the tenure and promotion review process from beginning to end to ensure the timely submission of 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, annual reviews, 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 deadlines are followed. Provide full administrative support for and coordinate faculty searches. Manage the faculty awards process in partnership with the Director track deadlines, collect and collate nomination materials, and process award submissions. Collaborate with the Director and Program Manager on service assignments. Coordinate with other departments as required for joint appointments.

• Day-to-day Operations: Manage/oversee relevant collective email groups. General administrative duties include backing up office staff in times of absence: answering the departmental phone line, assisting departmental personnel with printer and copier difficulties, sorting, and distributing mail, tracking, and ordering office and kitchen supplies, managing room reservations, periodic web updates, etc. Reconcile select accounts, purchasing cards, and other travel/hosting expenses using Concur.

Required Qualifications*

• A high school diploma or equivalent work/educational experience with five or more years of advanced administrative experience in an academic setting.

• Meticulous organizational skills and attention to detail

• Ability to exercise a high level of discretion, sound judgment, and decision-making skills regarding sensitive and confidential matters.

• Excellent interpersonal, verbal, written, and collaborative skills committed to creating a positive work environment.

• Demonstrated competence in writing and editing documentation for diverse audiences

• High level of critical thinking, problem-solving, troubleshooting, and decision-making

• Self-starter who can work independently, be part of a team, set priorities, and handle multiple assignments and deadlines

• Motivated, proactive, innovative, and collaborative, with the skills and drive to develop new initiatives and processes.

• High level of proficiency with technology and software (Word, Excel, PowerPoint, Access, Google Suite, Adobe Acrobat, and Zoom)

Desired Qualifications*

• Bachelor's degree

• Experience providing administrative support to senior-level faculty, management, or executives 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-$69,525. 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.

Job Detail

Job Opening ID

248920

Working Title

Executive Secretary

Job Title

Executive Secretary

Work Location

Ann Arbor Campus

Ann Arbor, MI

Full/Part Time

Full-Time

Regular/Temporary

Regular

FLSA Status

Nonexempt

Organizational Group

College Of Lsa

Department

LSA Biophysics

Posting Begin/End Date

5/17/2024 - 6/07/2024

Salary

$56,000.00 - $69,525.00

Career Interest

Administration

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