Executive Assistant to the Vice Provost for Engaged Learning

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How to Apply

A cover letter and resume are important submissions for the hiring team to get a sense of your experience. In the cover letter, please let us know how this role aligns with your career aspirations and skills. Submit both the cover letter and resume as one file (because of system limitations). Your submission will be used to assess written communication skills as well.

Job Summary

The Office of the Provost is looking for an Executive Assistant to join our Engaged Learning team. We support and promote all the co-curricular and applied learning activities and initiatives across campus, both in the domestic and international arenas. The Engaged Learning area empowers the university community to discover new ideas and create new outcomes that positively influence the people of Michigan and the world. This is accomplished through the development of high-quality programs, initiatives, and collaborations within the U-M community and with external partners. The University of Michigan ranks #1 among public U.S. universities for students pursuing international experiences during their studies. You will support the work of the Vice Provost for Engaged Learning by performing a range of administrative and executive support activities in domestic and global environments. You will work on a variety of projects with multiple constituencies ranging across faculty, staff, students, administrators, and external partners.

You will report to both the Vice Provost and the Chief of Staff in the Provost's office, and work a hybrid schedule with weekly onsite requirements 3 days a week at our office in Ann Arbor, MI.

Responsibilities*

• Provide high-level administrative support to the Vice Provost. Maintain the Vice Provost's complex calendars, including scheduling meetings with multiple participants with challenging schedules.
• Coordinate with administrative support staff in the Vice Provost's other academic appointments.
• Support and coordinate meeting preparation, including creating agendas, presentations, briefings and itineraries, post-meeting notes, and following up on action items. Support the tech needs required for collaboration with university offices and global partners.
• Manage the Vice Provost's email account with confidentiality and discretion by triaging email, inquiries, and correspondence. Draft, edit, and send correspondence on their behalf.
• Manage email distribution lists for different groups and stakeholders.
• Improve the Vice Provost's workflow through schedule optimization. Provide logistical support and coordinate projects related to programs in the Engaged Learning domain and within the responsibilities of the Vice Provost, working across a large, decentralized organization with diverse groups.
• Partner and collaborate directly with the Assistant Vice Provost and project managers in the Engaged Learning area on projects, stakeholder engagement, and initiatives, including managing project plans, project coordination, and maintaining project files.
• Assist with team's hiring and recruiting (coordination of interviews, on-boarding, off-boarding, etc.). Partner with business administrators supporting engaged learning activities on various HR functions. Liaise with the Vice Provost's reporting units.
• Process and track financial transactions related to P-Card reconciliation and purchase orders. Process reimbursements.
• Provide back-up support to other office staff in the Provost's Office.

Required Qualifications*

• Bachelor's degree or equivalent combination of education and experience.
• 5+ years of related administrative experience supporting top-level leaders or executives.
• Knowledge and application of project management best practices. Demonstrated skills in tracking action items for the Vice Provost, progress towards tasks and projects, and prioritization.
• Expert level proficiency with Microsoft Office software, Google Office infrastructure tools, and email platforms to create, edit, and distribute communications efficiently.
• Excellent communication skills with ability to adapt correspondence to different stakeholders as appropriate.
• Demonstrated experience with incoming tasks requiring a high level of accuracy and attention to detail.
• Experience and interest in working in a fast paced environment.

Why Work at Michigan?

In addition to a career filled with purpose and opportunity, The University of Michigan offers a comprehensive benefits package to help you stay well, protect yourself and your family and plan for a secure future. Benefits include:

• Generous time off
• A retirement plan that provides two-for-one matching contributions with immediate vesting
• Many choices for comprehensive health insurance
• Life insurance
• Long-term disability coverage
• Flexible spending accounts for healthcare and dependent care expenses

Modes of Work

The work requirements allow both onsite and offsite work and an employee has an expected recurring onsite presence. On occasion, the employee may be required and must be available to work onsite more frequently if necessitated by unit leadership or their designee and/or the job requirements.

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.