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.
The College of Pharmacy is seeking a service-oriented Executive Secretary. The Executive Secretary serves as a critical member of the Dean's office administrative team providing day-to-day support to our assistant deans, primary backup support to the dean's assistant, and flexible support to other members of the Dean's office, reporting directly to the Assistant Director for Administrative Services. The ideal candidate must exercise initiative, judgment, discretion, independent decision-making, and workload prioritization. The ability to work as part of a team is essential to a person's success in this position.
General Administrative Support – 50%: Provide administrative and logistical support for activities directed by the College's assistant deans, such as student concern note administration; Honor Council scheduling; newsletters; student events (orientation, class meetings, town halls, lunches with the dean); tracking the annual checklist for student meetings and events; travel arrangements, itineraries, and expense reimbursements; correspondence; and other activities. Monitor student exam scores and grades to ensure early intervention for students who may be struggling. Track progress of Lifelong Learning (LLL) requirements for all students in Canvas and on individual co-curricular logs. Provide backup support in monitoring incoming student org requests, processing event approvals, and hosting reimbursements. Provide occasional administrative support for other members of the Dean's office, which includes the dean, associate deans, and dean's office administrators.
Meeting Scheduling and Support - 30%: In conjunction with the dean's assistant, schedule meetings for the dean and assistant deans, including committee meetings, faculty and staff meetings, standing meetings, and others. Prepare and distribute agendas and meeting materials. Take, transcribe, and distribute minutes for faculty and staff meetings and other meetings as needed. Communicate and follow up on action items and decisions resulting from these meetings. Manage and coordinate student meetings using a self-scheduling system and communication with students for in-person and/or virtual meetings for the assistant dean for co-curriculum and professional development, assistant dean for student services and admissions, and assistant dean for curriculum assessment.
Event Planning and Support – 20%: Work with the dean’s administrative team on planning and executing multiple College events hosted by the Dean’s office team members with responsibility for leading certain events such as the Dean’s Lectureship Series, Research Forum, Career Gateway, Staff Service Awards Reception, Fall Open House, Holiday Party, Pharmacy Phamily Welcome Picnic, and others. Organize itineraries and hosting arrangements for special guests.
High school diploma plus a minimum of 5 years of office/administrative experience (or equivalent).
Ability to work as an effective team member with professionalism, flexibility, enthusiasm, and cooperation.
Strong and effective interpersonal (verbal and written) communication skills.
Excellent organizational skills and ability to efficiently complete work in a timely manner.
Must be able to independently manage multiple assignments and deadlines and perform a wide range of service and support activities, sometimes under pressure.
Accuracy and attention to detail while working in a fast-paced environment with frequent interruptions.
Ability to exercise initiative, good problem-solving skills, independent judgment, diplomacy, and discretion.
Ability to follow complex instructions and anticipate next steps.
Extensive experience with complex calendar scheduling, travel/hosting arrangements and policies, meeting preparation, and minute-taking.
Experience in planning and executing events.
Ability to effectively use Microsoft Office software, especially Outlook, Word, PowerPoint, and Excel.
Experience with (or ability to learn) other computer applications such as Google, Dropbox, or other collaboration tools. Some experience desired in Adobe applications (Photoshop, Illustrator, etc.).
Ability to compose written documents, including proficiency in proofreading, spelling, grammar, and punctuation.
Ability to professionally represent the dean’s office and College of Pharmacy.
Service-oriented attitude toward all.
Previous experience in an academic unit is preferred.
Must be able to work occasional evenings and weekends for events.
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.
The University of Michigan is an equal opportunity/affirmative action employer.
U-M COVID-19 Vaccination Policy
COVID-19 vaccinations, including one booster when eligible, are required for all University of Michigan students, faculty and staff across all campuses, including Michigan Medicine. This includes those working remotely and temporary workers. More information on this new policy is available on the U-M Health Response website or the UM-Dearborn and UM-Flint websites.
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.