Administrative Assistant to the Associate University Librarians for Research and Learning and Library Information Technology

Apply Now

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 address your specific interest in the position and outline your knowledge, skills, and experiences that are relevant to this position.

Job Summary

The University of Michigan Library in Ann Arbor is one of the world's largest academic research libraries, serving a vibrant campus community across 19 schools and colleges. We promote the university's mission through collections, expertise, and services that support research, learning, and teaching.

We are looking for a collaborative and detail-oriented Administrative Assistant to support two Associate University Librarians (AULs) and their leadership teams. As part of the library's team of administrative professionals, you will perform a variety of complex administrative tasks. These tasks include complex calendaring, coordinating meetings and events, arranging travel, managing procurement and expenses, and assisting with projects and communications. We ask that you have customer service and organizational skills, independent judgment, and a commitment to clear and inclusive communication.

You will report to the Senior Executive Assistant to the Dean and Administrative Support Manager, with a dotted-line reporting relationship to the AULs supported. For more information, please see the full job description.

Responsibilities*

• Manage complex calendars and schedule meetings for two AULs, coordinating with internal and external partners.
• Arrange travel logistics, prepare and reconcile expense reports, and manage related documentation.
• Coordinate meetings, events, and hybrid gatherings; provide onsite and virtual support for your divisions and for library-wide groups and partners.
• Help with recruitment coordination, including candidate communication, scheduling, and logistics.
• Prepare correspondence, reports, and other documents with thorough attention to detail and accuracy, supporting recordkeeping, procurement, and general office operations.
• Contribute to the administrative support team's shared efforts and participate in professional development.

Required Qualifications*

• A high school diploma and a minimum of four years of progressively responsible experience as an administrative assistant or equivalent performing complex calendaring and management in support of an executive leader who holds the title of associate director or higher in an office setting.
• Experience arranging travel and related logistics for executives.
• Demonstrated experience in procurement processes and reconciling expenses, including discrepancy resolution and compliance awareness, with at least intermediate skills in spreadsheet software.
• Experience planning and carrying out complex events for large groups (50+), including logistics, timelines, stakeholders, catering, and support for in-person, virtual, or hybrid formats.
• Strong organizational skills and an understanding of project management principles, with thorough attention to detail and the ability to follow through with tasks to successful completion.
• Experience communicating clearly, inclusively, and promptly; demonstrating customer service skills.
• Experience exercising independent judgment by applying reasoning and resolving challenges.
• Demonstrated skills in collaborating as part of a team-based support environment.
• Experience learning new tools and systems.

Modes of Work

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.

We expect that you will be campus-based with a hybrid schedule, working onsite at least three days per week, adjusting to meet onsite obligations.

Additional Information

The University of Michigan offers a comprehensive benefits package, including health, dental, vision, and life insurance, generous time off, professional development opportunities, and more. TIAA and Fidelity Investments retirement benefits are available. For questions about this posting or to request accommodations, please contact [email protected].

Physical Requirements/Work Environment

• This role involves sitting for an extended period of time, occasionally moving through the building to attend meetings and events, and ascending/descending short flights of stairs to different floors of the building.

Work Schedule

• 40 hours/week; typically Monday - Friday, 8:00 a.m. - 5:00 p.m.

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 any time after the minimum posting period has ended.

U-M EEO Statement

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.