Administrative Assistant Sr

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

The Departments of Asian Languages and Cultures (ALC) and Middle East Studies (MES) are centers for the exploration of the humanities in Asia and the Middle East. Faculty and students study the literature, film, language, religion, and history of these dynamic regions of the world. ALC offers instruction in the languages and cultures of Asia (including Bengali, Chinese, Filipino, Hindi, Indonesian, Japanese, Korean, Punjabi, Sanskrit, Thai, Tibetan, Urdu, and Vietnamese) and MES offers instruction in the languages and cultures of the Middle East (including Arabic, Armenian, Hebrew, Persian, Turkish, and various ancient languages of the region).

We seek an individual who wants to be part of a fast-paced, energetic, and supportive team. The successful candidate, along with the Executive Assistant and Chief Administrator, manage the administrative functions of ALC and MES. This includes support for two department chairs, four colleagues on our Student Services Team, and approximately 90 faculty. We welcome candidates who will contribute to the diversity and excellence of our department communities.

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*

• General Operations/Administrative Support

Point person for general faculty, staff, and visitor inquiries

Assist Executive Assistant in maintaining calendars and scheduling meetings for department chairs.

Maintain supply inventory for ALC and MES and order supplies as necessary.

Manage distribution of mail for ALC and MES, serve as coordinator for shipping (UPS, USPS)

Take minutes for department meetings including monthly faculty meetings, Executive Committee, and others as assigned.

Draft correspondence for Department Chairs and Chief Administrator

Provide administrative support for Chief Administrator

Maintain department MCommunity groups and department rosters.

Maintain the “People” sections of the ALC and MES websites and make edits to other sections as needed. Maintain ALC and MES portal sites. Create new pages, make edits, and upload documents as needed. Draft donor correspondence of behalf of department chairs and track donor gifts.

• Ongoing Projects/Processes

Coordinate the review process for 43 ALC and MES lecturers. Communicate with lecturers and their review committees and prepare dossiers for review. Serve as the primary point of contact for questions related to department review guidelines.

Coordinate the computer upgrade process for 86 tenure-track faculty and lecturers in ALC and MES. Track upgrade cycle, monitor upgrade budget, communicate with faculty, request transfers for upgrades that exceed the department budget, coordinate computer builds with LSA Technology services, track old equipment and send to Property Disposition as needed.

Coordinate all facilities needs for ALC and MES. Create and track progress on work orders. Manage furniture upgrades. Identify renovation/painting needs, work with Facilities Manager to schedule painting and repair work. Coordinate all office moves and make all office assignments. Submit the annual space survey. Take the lead on all renovation projects.

• Facilities and Space

Primary contact for facility issues

Make recommendations to the Chief Administrator for facilities and equipment

Assign faculty office space and maintain master list of assignments

Non-curricular room reservations for ALC and MES

Maintain building access for all faculty, staff, and students

• Human Resources

Recruit, hire, train, and supervise work-study students. Ensure that we have students to cover lunch periods and periods of low staffing.

Coordinate temporary hourly hiring with faculty and LSA HR. Serve as backup approver for timesheets.

Manage student employee offboarding, terminating student employees when projects are complete.

Onboard new faculty and staff. Ensure that offices and office spaces have computers, necessary software. Work with Technology Service to get appropriate access.

Ensure high quality and efficient service to all customer constituencies.

Draft job posting for lecturers and tenure-track faculty. Maintain postings on application sites and respond to inquiries from applicants.

Coordinate with CA, Chairs, and Executive Assistant to plan campus visits for tenure-track faculty and Lecturers III.

• Finance

Collaborate with MES and ALC Chairs, Chief Administrator, and Business Office staff each year to coordinate discretionary research account transfers.

Request payments for guest lecturers and event speakers.

Manage and track budgets for faculty recruitment, department events, manuscript workshops, and departmental purchases.

• Other Duties

Assist Chief Administrator with various projects in both ALC and MES

Assist Student Services Team with annual graduation receptions.

In consultation with Chairs and CA, plan departmental events (holiday parties, receptions, etc.)

Use a variety of LSA systems (MRS, Faculty Life Cycle, etc.) for reporting and tracking purposes.

Use the Google and MS Office suites of products and DropBox efficiently and with little training to conduct the daily business of ALC and MES.

Required Qualifications*

High school diploma or equivalent

At least four years of progressively responsible experience providing administrative support in an academic/student services environment required. Track record of meeting deadlines and attending to detail. Demonstrated organizational skills with the ability to track information and provide reports and updates. Experience with planning events including coordinating logistics within a limited budget.

The successful candidate must possess excellent written and verbal communication skills and outstanding interpersonal skills to navigate diverse initiatives and stakeholders. A high level of organizational skills, demonstrated attention to detail, and ability to prioritize tasks, and balance multiple projects simultaneously are absolutely critical to success. Capacity to exercise initiative, independent judgment, diplomacy, and confidentiality with a positive service-oriented attitude.

Experience working in a team environment, assisting co-workers as needed.

Proficient in the use of a variety of software programs and applications including MS Word, Excel, Powerpoint, Google Drive, DropBox, Mailchimp (or equivalent). Ability to adapt to changing technologies and learn new software/technologies as needed.

Desired Qualifications*

Bachelor’s degree preferred. Ability to build professional relationships with a diverse population of stakeholders.

Additional Information

The salary range for this position is $43,200-$54,000. Please note a higher salary may be offered based on equity and the selected candidate’s experience.

This is a full-time, year-around position. This role will be granted the opportunity to work from home regularly but must be available for in-person work on a flexible weekly schedule based upon business needs. The department reserves the right to change remote work status with notice to employee.

The College of Literature, Science, and the Arts seeks to recruit and retain a diverse workforce as a reflection of our commitments to serve the diverse people of Michigan, fulfill the College’s Guiding Principles, and sustain the excellence of LSA.

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

To learn more about LSA’s Strategic Vision, 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.

U-M COVID-19 Vaccination Policy

COVID-19 vaccinations are now required for all University of Michigan students, faculty and staff across all three campuses, including Michigan Medicine. This includes those working or learning remotely. More information on this policy is available on the Campus Blueprint website or the U-M Dearborn and U-M Flint websites.

Job Opening ID

207693

Working Title

Administrative Assistant Sr

Job Title

Administrative Assistant Sr

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 Asian Languages & Cultures

Posting Begin/End Date

11/15/2021 – 11/29/2021

Salary

$43,200.00 – $54,000.00

Career Interest

Administration