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 the responsibilities and required qualifications as outlined in this posting. Applications that do not include a cover letter will not be considered for the position.
The Institute for the Humanities is seeking a friendly, proactive, can-do self-starter to join our team. The chosen candidate will be the welcoming face of the Institute in the office and at Institute events. This position is a key member of the Institute staff. We are a socially conscious center for innovative and collaborative study in the humanities and arts. We expect applicants to understand and appreciate diverse ideas and activities with a focus on the humanities and beyond. We are seeking a candidate who supports the humanities, the mission of the Institute and is highly motivated to support humanities driven initiatives with the utmost degree of excellence.
Assistant to the Director and Chief Administrator (CA) - 25%
Provide highly responsible day-to-day administrative support to the Director and Chief Administrator. Manage, coordinate, schedule and maintain calendars for both in-person and virtual meetings.
Prepare reports, make copies, compile information, etc… as requested. Draft correspondence including offer letters to visiting fellows.
Coordinate visitor hiring, visas, and affiliation sponsorship as needed with LSA human resources/academic affairs.
Schedule, coordinate and take minutes for executive committee meetings and other ad hoc committees.
Provide administrative support for special projects and new initiatives.
Monitor gift reports, ensure timely thank you letters are processed and coordinate donor stewardship.
Coordinate application processes for all institute funding processes. Determine whether applications meet criteria for funding. Coordinate review process with appropriate reviewers, send award letters, track funding and coordinate funding transfers.
Compile financial information related to specific events as directed by the Chief Administrator.
Maintain an inventory tracking system of all institute purchased computer systems.
Coordinate course offerings with student services support staff. Coordinate and communicate with teaching faculty expectations and resources available through Wolverine Access and Canvas.
Event Coordination - 35%
Provide administrative and logistical support for all Institute functions and events; schedule venue, arrange catering, ensure IT/audio-visual needs are met, set up room when needed, provide on-site support when needed/required.
Work with the University’s preferred travel vendor in arranging logistical details for flights, ground transportation and lodging for invited guests/artists.
Facilitate travel and expense reimbursements and honorariums for visiting speakers, guests, faculty, artists, etc.
Triage exhibition class visit requests, coordinate scheduling with Asst. Director for Arts Programming.
Actively engage and communicate with the Institute’s assistant directors ensuring all logistical details are arranged for events.
Monitor and track budgets related to specific events/projects.
Fellows Coordination - 20%
Coordinate the fellowship application processes. Act as point person for applicant questions. Work with review committees to ensure timely processing, decision making and communication to recipients.
Organize and facilitate fellows orientation. Communicate Institute policies and procedures and general expectations. Update Fellows handbook as needed.
Coordinate logistical details for fellows meetings, events and field trips including the annual welcome reception and weekly seminar lunch and holiday party as needed.
Provide support for fellows generally and facilitate annual fellows move-in/move-out.
Update website pages related to fellowships, other institute application awards, and events.
Coordinate photo taking of fellows and updating the staff and fellows directory in the lobby.
General Administration - 20%
Act as receptionist for the office, greet all visitors in a friendly, professional manner. Answer questions and direct inquiries as appropriate.
Order and maintain adequate inventory levels of office and kitchen supplies. Ensure storage spaces and kitchen are organized and clean on a regular basis. Act as contact person for unit equipment and support; triage issues as appropriate.
Facilitate purchases as needed for events and exhibitions. Process invoices and reconcile Pcard transactions per LSA and unit guidelines.
Handle facilities requirements including completion of the annual space survey, submit plant work orders as needed, and provide CCure access for unit personnel.
Evaluate and implement electronic processes for increasing efficiency and productivity of Institute practices.
Work with the CA in developing and updating unit policies and procedures.
Update and maintain the annual report mailing list and ensure timely distribution of the report to donors and other specific constituents.
Maintain archival records for fellowships and donor named events.
Other duties as required or assigned which are reasonably within the scope of the duties outlined in the job description.
Evening and weekend work may be required from time to time. This position is 5 days per week on-site during the academic year. Some remote work during the summer (May - early August) may be possible based on the business needs of the unit.
Three to five years of progressively responsible administrative experience providing support to a Director or equivalent level of responsibility.
Proven excellence in verbal and written communication. Proven ability to develop professional, original documents.
At least three years of experience planning events from small to large including scheduling venues, processing honorariums, arranging travel details, catering and ensuring speaker IT/audio visual needs are met.
Demonstrated high level of organizational skills with acute attention to details.
Demonstrated high level of critical thinking, problem solving and decision making skills.
Ability to work independently and as a team member to set priorities and handle multiple assignments and deadlines as well as the ability to ensure details are coordinated and timelines are met on projects simultaneously.
Experience communicating with personnel at all levels of an organization such as students, upper level administration, Chairs and Directors.
Demonstrated ability to handle highly confidential and sensitive matters/ materials.
Demonstrated ability to follow directions as well as demonstrated initiative to see what needs to be done and complete tasks that are not explicitly requested.
Proven experience handling challenging situations with tact and diplomacy.
Advanced working knowledge of Google Mail and associated products (docs, sheets, forms, sites) as well as excellent computing skills in MS Office (Word, Excel, Powerpoint).
Motivation to provide support to a dynamic unit through energy and enthusiasm for the humanities.
Commitment to diversity, equity and inclusion and fostering a respectful work environment.
Bachelor’s degree in a humanities field with at least five years of administrative experience in a University setting is strongly desired.
Experience working with a project management tool such as Trello or Asana.
Basic knowledge or understanding of financial statements.
Knowledge and understanding of College of LSA policies and procedures, especially hosting and travel rules.
Detailed knowledge of University procurement, travel, and hosting rules and guidelines especially as outlined in the SPG and procurement website. Experience with Concur and reconciling Pcards.
The salary range for this position is $43,200 to $54,000, please note a higher salary may be offered based on equity and the selected candidate’s experience.
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.
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 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.
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.
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.