Executive Assistant

Executive Secretary

The Department of Romance Languages and Literatures (RLL) seeks an experienced Executive Secretary to provide a high level of administrative support to the Chair, the Chief Administrator, and other members of the RLL leadership team. The Department of Romance Languages and Literatures (RLL) is a vibrant academic unit within the College of Literature, Science, and the Arts. The Executive Secretary is an important member of a dynamic team of staff that supports RLL's faculty and students.

This position is full-time during the months of August through May. The appointment is reduced to 80% during the months of June and July.

This position will provide a high level of administrative support to the Department Chair, Chief Administrator, and the RLL leadership team. These duties will include, but are not limited to:

• Respond to inquiries from department constituents.
• Coordinate meetings with university, college, departmental and other visitors.
• Edit and prepare confidential and sensitive reports, manuscripts, and correspondence.
• Prepare meeting agendas and materials; take and disseminate meeting notes; track service assignments and membership of departmental committees.
• Maintain the Department Chair's calendar.
• Make travel arrangements for the Department Chair, Chief Administrator, job candidates, and other departmental affiliates.
• Assist with development and alumni relations activities in close collaboration with the Chair, the Chief Administrator, and LSA Advancement.
• Miscellaneous project support
• Meeting attendance as needed

Provide administrative support for academic human resource activities including, but not limited to:

• Develop and maintain a high level of understanding of all LSA policies and procedures for faculty review and promotion. Manage and coordinate lecturer and faculty review, tenure, and promotion.
• Prepare sensitive academic personnel and program materials including faculty appointments, leave requests, awards, and merit materials.
• Develop and maintain a high level of understanding of all LSA procedures for faculty hiring and recruitment. Provide administrative support for faculty searches including advertising positions, creating and maintaining applicant files, arranging interviews, scheduling campus visits, and assisting with the preparation of appointment paperwork. Work with the Department Chair and the Chief Administrator to prepare offer letters for faculty appointments.
• Submit lecturer substitution hours to LSA as needed.
• Track and coordinate annual reports and annual merit process.
• Maintain confidential personnel files.

Provide general administrative support for the Department of Romance Languages and Literatures, including:

• Oversee faculty computer replacement process and maintain the faculty computer inventory.
• Provide backup support to the front desk staff.
• Maintain departmental email groups.
• Work with Chair and CA to plan community-building events including catering, venue selection, and other logistics. Serve as point person for RLL community-building events (such as Fall & Winter Receptions, pizza/coffee days). Assist events team/student services with events as needed.
• Department liaison with Advancement.
• Mail and send correspondence to department constituents including donor "thank you" letters and offer letters.
• Maintain standard operating procedures for RLL. Create and update SOPs as needed to stay current.

This position will also perform other duties as assigned in order to support the goals and objectives of the department.

Required Qualifications:

• Bachelor's degree or equivalent combination of education and experience.
• Five or more years of directly relevant experience.
• Excellent customer service skills.
• Outstanding written and verbal communication skills.
• Strong attention to detail and the ability to track and prioritize multiple projects. Ability to produce accurate and high-quality work in a busy academic environment, independently or as part of a team.
• Excellent computer skills including Microsoft Office and Google Drive.
• Knowledge of best practices for time management and organization to enhance the work and missions of the department
• Experience with Zoom, Google, and Microsoft Office suites of products.
• Experience with scheduling and use of a calendar program
• Experience coordinating projects and/or events
• Self-starter able to work with limited direction
• The ability to work in a fast-paced and dynamic environment with multiple and sometimes conflicting priorities
• Demonstrated ability to work as a member of a team, fostering positive relationships and communication
• High level of oral and written communication skills with previous experience editing and proofreading copy for public dissemination
• The person in this position frequently communicates with individuals for whom English is not their first language; he or she must be able to exchange accurate information in these situations.
• Proven ability to interact professionally with a variety of populations
• Ability to navigate the complex scenarios that often arise when working for a large unit

Desired Qualifications:

• 5+ years of experience in an academic setting.
• Demonstrated ability to handle materials of a confidential nature.
• Familiarity with administration of the contract between the University of Michigan and LEO.
• Knowledge of policies and procedures of the University of Michigan and the College of Literature, Science and the Arts

Positions that are eligible for hybrid or mobile/remote work mode are at the discretion of the hiring department. Work agreements are reviewed annually at a minimum and are subject to change at any time, and for any reason, throughout the course of employment. Learn more about the work modes.

This position is 100% (40 hours per week) 44 weeks per year, and 80% (32 hours per week) eight weeks per year (June and July). This position may work a hybrid schedule of remote and in-person days with the opportunity to work remotely* for up to 2 days per week based on performance, office needs, and manager discretion.

* Flexibility is required in order to be present on campus as needed to complete job responsibilities.

The salary range for this position is $60,000 to $75,000; please note a higher salary may be offered based on equity and the selected candidate's experience.

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.

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.

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 any time after the minimum posting period has ended.

The University of Michigan is an Equal Opportunity Employer. We are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants, including protected veterans and individuals with disabilities.