A cover letter is required for consideration for this position and must be attached as the first page of your resume. The letter should address your specific interest in and outline skills and experience that directly relate to this position. Applicants who do not meet these requirements will not be considered.
The Horace H. Rackham Graduate School is the home of graduate education at the University of Michigan and offers a remarkably broad and rigorous array of graduate degree programs that are among the very best in the country in each field of study. The U-M attracts outstanding students to graduate study and prepares them to make lasting contributions to society through successful careers in professions and academic disciplines. The Rackham community of scholars, researchers, students, and staff is engaged in the creation of new knowledge, new discoveries, and the formation of our future leaders. The School is an international leader in the development of best practices for graduate education. Further, Rackham is strongly committed to diversity and inclusion as a means of achieving and sustaining excellence.
The Rackham Dean’s Office seeks an Administrative Assistant Senior to provide complex administrative support of a highly responsible, sensitive, and confidential nature, requiring independent judgement and planning. The Administrative Assistant provides high-level administrative support to the Administrative Director and the Director of Development and Alumni Relations as well as back up support for other team members. This position will be responsible for providing comprehensive professional and administrative support in a fast-paced Dean's office and requires comprehensive experience, strong administrative skills, and broad knowledge of organizational policies and procedures. The Administrative Assistant performs duties of a sensitive and confidential nature that require discretion, independent judgement, and decision-making skills. The professional in this position also must be detailed-oriented, calm under pressure, able to multi-task and prioritize, and demonstrate sound organizational and communication skills.
Because we are committed to diversity, we aspire to develop and nurture the individual and collective skills to recognize, celebrate, and deploy difference as a path to engagement, innovation, and the generation of new ideas and knowledge.
Job responsibilities include but are not limited to:
Provide highly responsible and complex general administrative support as a collaborative member of the Rackham Dean’s Office professional support team; including:
Administrative Support: Provide support to the Administrative Director and the Director of Development and Alumni Relations. Update appointment calendars and schedule meetings. Perform meeting management by collecting agenda items, prioritizing, reviewing with leader in advance, collecting action items, and tracking/follow-up on actions. Ensure travel coordination is provided on time, to standard, and to team's preference. Ensure team has the resources required to raise funds for the college, including preparing materials for meetings with donors and prospects, timely information about giving activity and providing prospect lists for Major Gift Officers. Ensure that procedures and service levels are documented and shared. Determine consistent/accurate reporting and record updates for team, DART interactions/plans, biographical changes and prospect management requests. Update DART with donor interactions and communication activities as well as batch updates. Work with Shared Services Center to ensure personal expenses & per diems are submitted and processed immediately, and PCard expenses are submitted monthly. Organize visits for alumni, donors, and prospective students, ensuring goals specific to individuals are met. Schedule and organize one-time and recurring activities including but not limited to annual compliance, budget allocation, internal request, travel, conferences, and presentation activities for leadership. Order supplies and process payments to vendors and individuals. Work closely with other Dean’s Office support staff and student employees to ensure continuous coverage of the Dean’s Office reception desk to assist guests and walk-in visitors. Answer multi-function telephone and help desk e-mail, take messages, forward calls and e-mail. Provide information, directions, and answers to inquiries, make referrals, and respond to concerns from students, faculty, staff, outside agencies, and the public using independent judgment to interpret routine processes within the Graduate School and University.
Event/Meeting Planning and Coordination: Under guidance from the directors, prepare invitation guest lists, list reviews, printed items, registration, and accumulate and produce materials for events and meetings including the annual Board of Governors meeting and annual Wallenberg Award ceremony. Assist with the planning and coordination of all aspects of events and meetings including arranging space and equipment reservations, communications, catering, and logistics with adherence to timelines, goals, and budget.
Project Support: Work within our project-management software to identify project leads, develop detailed timelines where necessary, and ensure timely completion of projects. Depending on the scope of individual projects, identify the need for and schedule kickoff and follow-up meetings over the course of the project. Liaise with project requesters and serve as primary point person for the communications team to address comments within the project management system regarding project status, obstacles, etc. Monitor department inboxes and delegate requests to appropriate partner for that area or project. Prepare and/or maintain spreadsheets and additional tracking for projects and departmental work. Assist with maintaining department processes, documentation, and records in partnership with director. Assist the finance and HR managers in preparing, managing, and issuing department communications including email, intranet and public web content. Support new employee recruitment by scheduling candidate interviews and the onboarding of new hires. Maintain interview setup practices and documentation across administrative staff, partnering with Rackham HR as appropriate.
Donor Notifications/Impact Reporting :Coordinate weekly acknowledgement letters, ensuring that donors are thanked with accurate and timely letters from the dean or Major Gifts Officers. Build/send mail merge for donor notifications via email and hard copy letters, assembling and mailing impact reports for donors. Coordinate annual mailings, including the Barbour Scholars report and PreDoc event updates. Assure that materials are organized, available, and up to date. Receive and document human resources and finance staff vacation, leave schedules and approve staff time and other appropriate timekeeping issues.
Professional Development: Participate in professional development activities and training to increase expertise around Rackham, graduate education and fundraising
Associate’s degree and at least four years of customer service focused administrative support experience or the combination of education and experience that enables the performance of all aspects of this position. Demonstrated ability to support at least 2-3 senior-level administrators with broad responsibilities in a complex organization. Excellent planning, organizational and work coordination skills are necessary, including a positive, flexible, responsive service-oriented attitude, and the ability to manage a large and diverse workload with excellent attention to detail and the ability to prioritize and meet deadlines in a timely manner. Must be able to take direction from multiple individuals and have proven ability to prioritize tasks with conflicting deadlines. Demonstrated customer service attitude and experience and excellent interpersonal communication skills are essential, including the capacity to build collegial relationships with students, faculty and staff within the Graduate School and across the University. Ability to work with a wide range of people who represent our diverse and multi-cultural society. Excellent communication skills, including cross cultural oral and written communication skills. Experience and ability to create grammatically correct, accurate, and effective letters, memos, reports, and presentations. Demonstrated accuracy, attention to detail, professional demeanor and presentation are necessary. Position requires exercising considerable respect, discretion, initiative, independent judgment, diplomacy, and a positive service-oriented attitude and assisting people calmly in stressful situations and matters of a sensitive and confidential nature. Ability to respond with appropriate urgency to situations that arise and solve problems proactively and efficiently. Advanced knowledge of and demonstrated proficiency with Windows operating systems, MS Office products (MS Word and Excel) and Google Tools including mail and calendaring. Strong personal commitment to shared teamwork, continuous improvement, and professional development. Understands and values diversity and the importance of inclusion as demonstrated through a commitment to apply and incorporate the differences, complexities, and opportunities that diversity brings to an organization. On occasion move/transport, install, and remove meeting and event supplies and equipment throughout building and across campus to other locations.
Bachelor’s degree or equivalent combination of education and experience is desired. Master’s degree is a plus. Administrative support experience in a University of Michigan department or program is strongly desired. Work experience in a Rackham graduate program is a plus. Experience supporting programs and grants specific to graduate education and the graduate student experience strongly preferred. Advanced knowledge of and demonstrated proficiency in SharePoint, MBox and Google Drive (documents, spreadsheets, forms) desired. Advanced knowledge of and demonstrated proficiency with web browsers, the M-Pathways Financial and Student Administration, DART, and the Concur Travel and Expense systems preferred. Familiarity with and ability to communicate University and Rackham policies, procedures, and programs, particularly as they relate to graduate students.
Job openings are posted for a minimum of seven calendar days. This job may be removed from posting boards and filled any time after the minimum posting period has ended.
The University of Michigan is an equal opportunity/affirmative action employer.
Internal Number: 176514
About University of Michigan - Ann Arbor
A great university is made so by its faculty and staff, and Michigan is recognized as one of the best universities to work for in the country. The Michigan culture is known for engaging faculty and staff in all facets of the university to create a workplace that is vibrant and stimulating.For two consecutive years, the Chronicle of Higher Education has placed U-M in its "Great Colleges to Work For" survey. In particular, the university earns high marks for strong relations between faculty and administrators, a collaborative system of governance, strong pay and benefits, and a healthy work/life balance.