Job Information
University of Michigan Department Chair's Assistant- Executive Secretary in Ann Arbor, Michigan
Department Chair's Assistant- Executive Secretary
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Summary
The Department of Pharmaceutical Sciences within the College of Pharmacy is seeking an enthusiastic and accomplished individual with extensive executive support experience, particularly in higher education. The ideal candidate will foster a positive and innovative climate that encourages learning and continuous improvement. As the Executive Secretary, you will work directly with the Department Chair and be a vital member of the administrative support team. This role demands professionalism, discretion, and the ability to manage multiple complex tasks while maintaining excellent interpersonal, organizational, and technological skills. Success in this position requires accuracy, flexibility, dependability, and superior customer service.
Responsibilities*
Support for Department Chair:
Manage the Chair's complex calendar, email, and tasks, prioritizing with discretion. Review commitments, prioritize/escalate high-priority items, and provide timely meeting information.
Compose, draft, edit, proofread, and finalize various departmental materials on behalf of the Chair, such as reports, correspondence, meeting agendas, minutes, and presentations.
Serve as a key point of contact for the Department Chair, fielding communications, promptly responding to inquiries, and managing departmental priorities, exercising tact and diplomacy in confidential matters.
Maintain an organized follow-up system to meet deadlines and ensure timely receipt of materials.
Assist with hosting and administrative tasks for meetings and correspondences, including material preparation, agenda development, and follow-up. Prepare reports, record decisions and track completion of action items.
Coordinate and manage travel arrangements for the Chair including preparation of detailed itineraries and necessary materials, and handling post-travel expense reporting and reimbursement.
Orient new faculty, staff, students, and visitors to the department, college, and university, ensuring proper processing of paperwork with the HR office.
Collaborate with the communications team to post department news on social media platforms.
Departmental Administration:
General administrative duties include: answering the departmental phone, printer/copier assistance, sorting and distributing mail, tracking and ordering office and kitchen supplies, managing room reservations, and periodic web updates.
Develop and maintain a high level of understanding of all departmental procedures for faculty, staff and students.
Resolve both routine and complex inquiries from faculty, staff, and students.
Support departmental faculty meetings by scheduling, preparing, and distributing agendas and minutes.
Plan, coordinate, and implement logistical aspects (travel, lodging, catering, and communications) of departmental events such as prospective student visits, advisory board visits, faculty retreats, lectures, weekly seminars, and conferences.
Support departmental meetings by preparing agendas, taking minutes, tracking action items, managing follow-ups, and coordinating the distribution of related materials to faculty members.
Oversee faculty timekeeping processes and maintain the department website.
Prepare and submit expenses for reimbursement, reconcile P-card charges, and follow up on any discrepancies.
Coordinate with other departments as required for departmental activities and joint appointments.
Manage files, correspondence, and documentation securely on various IT platforms.
Maintain various departmental and committee email groups.
May perform other responsibilities as assigned.
Faculty Recruitment, Promotion & Tenure:
Prepare departmental hiring, tenure, and promotion casebooks; coordinate communications and administration of related processes.
Provide support for faculty searches, which may include summarizing applicant data, scheduling meetings and arranging candidate visits, and maintaining communications channels within the department and with applicants.
Assist with annual faculty activity report collection and reviews, ensuring that the process runs smoothly, and that all documents and communications are handled with discretion and accuracy.
Manage and coordinate all necessary documentation and logistics for the faculty related processes, such as annual merit review process, and sabbatical requests, including the distribution of notification letters.
Graduate Student Admissions/Recruitment:
Oversee the annual graduate student admissions and recruitment, including scheduling, itineraries, correspondence, announcements, and logistical arrangements.
Manage the application process for the Pharmaceutical Sciences programs, communicating with applicants, assigning temporary advisors, and coordinating orientation materials and recruitment events.
Serve as a resource for graduate students, coordinating research rotations, advising on fellowship applications, maintaining progress databases, and tracking alumni employment data.
Required Qualifications*
Working knowledge of University of Michigan policies, procedures, and systems. (desired)
Familiarity with academic administration and processes.
Background in coordinating complex events and academic processes.
Experience with digital and conventional record-keeping and tracking systems.
Project management skills
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 are 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.
U-M EEO/AA Statement
The University of Michigan is an equal opportunity/affirmative action employer.
Job Detail
Job Opening ID
250577
Working Title
Department Chair's Assistant- Executive Secretary
Job Title
Executive Secretary
Work Location
Ann Arbor Campus
Ann Arbor, MI
Full/Part Time
Full-Time
Regular/Temporary
Regular
FLSA Status
Nonexempt
Organizational Group
College Pharmacy
Department
PHARMACY Pharmaceutical Sci
Posting Begin/End Date
6/19/2024 - 7/03/2024
Salary
$60,000.00 - $70,000.00
Career Interest
Administration
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