Executive Assistant

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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 include salary requirements, address your specific interest in the position, and outline experience that directly relate to this position.

Summary

The Center for Academic Innovation (CAI) at the University of Michigan is looking for a qualified Executive Assistant (EA) to provide confidential and executive-level administrative support to the Associate Vice Provost (AVP) and Executive Director (CAI-ED). You can manage complex meeting scheduling for the AVP/CAI-ED involving other CAI leadership team members and external partners while, efficiency and customer service. You will report directly to AVP/CAI-ED and will work on a variety of projects with multiple constituencies ranging across faculty, staff, students, administrators, and external partners.

Please Note: This is a 5 year term limited position with the possibility of renewal depending on funding.

Who We Are

About the Center for Academic Innovation

Through curricular innovation, tools for student success and equity, and educational research, the University of MichiganCenter for Academic Innovation (https://ai.umich.edu/) is building the future of education. Our vision is a future in which education connects and empowers learners everywhere to reach their full potential throughout their lives. To accomplish our vision, we make it our mission to collaborate across campus and around the world to create equitable, lifelong educational opportunities for learners everywhere.

For more information, please visit our website:Academic Innovation. (https://ai.umich.edu/)

Responsibilities*

• Manage the AVP/CAI-ED's calendar by creating and organizing appointments systematically and responding to calendar inquiries internally and externally.

• Be a contact between the AVP/CAI-ED and other partners, facilitating communication and updates.

• Build productive, collaborative relationships with cross-campus partners to support cross-unit collaboration and CAI's commitment to the delivery of service.

• Respond to inquiries on behalf of the AVP/CAI-ED, using knowledge of best practices, and discretion in confidential matters. Present high-level customer service practices. Coordinate with administrative support staff in the vice provost's other academic appointments.

• Participate in project work, act as the administrative lead, and have applicable knowledge of all major CAI, Provost, and university-level projects. Help with certain projects, ensuring deadlines are met and goals are achieved, and coordinate with other staff.

• Help schedule virtual and in person meetings with multiple attendees with challenging schedules through communication and additional logistical support such as agendas, AV, PowerPoint/Google slides and meeting materials.

• Improve the AVP/CAI-ED's workflow through schedule optimization systems, organization of meeting-prep and post-meeting notes, and following up on action items.

• Assess email, inquiries, and correspondence. Draft, edit, and send correspondence on behalf of the AVP/CAI-ED. Edit and proofread agendas, and memos. Manage email distribution lists for different groups and partners.

• Provide meeting support and management, including assistance in preparing for meetings (creating agendas, presentations, and other materials; gather appropriate supplies) and occasional in-meeting support (note-taking, tech support).

• Provide logistical support and coordinate projects related to programs in the academic innovation domain and within the responsibilities of the AVP/CAI-ED, working across a large, decentralized organization with diverse groups.

• Prepare reports and work on special projects involving administrative processes.

• Provide support to other CAI operations and marketing related functions, including support to CAI events, hosting of guests, and coordination of candidate interviews with AVP/CAI-ED.

• Provide important background information to the AVP/CAI-ED before meetings, ensuring the AVP/CAI-ED has necessary context on meeting goals and participants.

• Manage the flow of issues, projects, and problems requiring either near-term responses or anticipatory preparations related to the AVP/CAI-ED's projects.

• Exercise independent decision-making and interpreting, communicating, and applying university and unit procedures in performing daily tasks.

• Identify issues that could improve the smooth functioning of the AVP/CAI-ED's agenda and work to resolve them promptly.

• Work with the Events Coordinator to organize and support special events involving the AVP/CAI-ED and senior directors.

• Provide support for the yearly Staff Development process scheduling involving the AVP/CAI-ED and senior directors schedules with CAI's HR Operations Assistant.

• Manage travel arrangements and prepare itineraries; process travel reimbursements for AVP/CAI-ED and external visitors.

• Maintain and schedule conference rooms for the Center.

• Reconcile P Cards in the University's Concur system.

• Approve time reports in the University system.

• Other responsibilities as assigned

Required Qualifications*

• Bachelor's degree in a related field

• 5 or more years of relevant high level administrative experience.

• Have a flexible, customer service oriented attitude and willingness to work collaboratively.

• Have well developed skills in, and demonstrated ability to work with executive officers, high-level administrators, faculty, staff, students and external partners and handling confidential materials and situations with discretion.

• Work with a diversity of people both in and out of the University, and at different levels of the institution.

• Demonstrate a commitment to diversity, equity, and inclusion and high level of interpersonal and intercultural literacy.

• Successful work history demonstrating either process management or management of multiple complex tasks.

• Comfort working with new technologies.

• Experience with Concur, and Adobe Acrobat. Considerable knowledge of advanced business software and computer applications, and an enthusiasm to learn to use additional software tools proficiently..

• Excellent attendance record.

• Commitment to ongoing professional development.

Additional Information

This is not a remote position and any adjustments to a standard in-person schedule will be discussed during the hiring process.

Must have legal authorization to work in the United States.

The salary for this position will be based on your education and experience.

Excellent benefits are available, for details, see http://benefits.umich.edu/

Our Commitment to Diversity, Equity and Inclusion

The Center for Academic Innovation (CAI) is committed to inclusion in our organizational work, culture, climate, and the products we create. We aim to recruit a diverse team as a reflection of our commitment to our work designing equitable and inclusive learning and work environments that are necessary for the university community to make progress on solving societal challenges. CAI draws on each of our team member's unique backgrounds and experiences to guide our everyday work in the center, and our team collaborates with students, staff, and faculty on projects that center our commitment to DEIJ work. All interested applicants, including those from groups historically marginalized by educational privilege, are encouraged to apply.

Organizational Statement on Harassment

We believe all individuals deserve to be treated with respect and have the right to work in a professional atmosphere that promotes mutual respect and a safe space for collaboration. Any concerns shared with Individuals with Reporting Obligations in the Center for Academic Innovation will be reported to the Equity, Civil Rights, & Title IX Office to be reviewed and addressed, and the Center for Academic Innovation encourages reporting of any forms of harassment including sexual and gender-based harassment.

Salary Information

The general salary range for this position is $70,000 - $87,000. You can expect to be paid a great compensation package. Factors used to determine salary include education level and experience for the position and internal equity within the unit. You are encouraged to discuss salary questions to honor understanding and transparency throughout the recruiting process.

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 will be 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.

Decision Making Process

Applications will be reviewed as received throughout the posting period and continue until the position is filled.

U-M EEO/AA Statement

The University of Michigan is an equal opportunity/affirmative action employer.

Job Detail

Job Opening ID

248995

Working Title

Executive Assistant

Job Title

Exec Secretary to Top Exec

Work Location

Ann Arbor Campus

Ann Arbor, MI

Full/Part Time

Full-Time

Regular/Temporary

Regular

FLSA Status

Exempt

Organizational Group

Vp Acad Innovation

Department

Center for Academic Innovation

Posting Begin/End Date

5/10/2024 - 6/09/2024

Salary

$70,000.00 - $87,000.00

Career Interest

Administration

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