"Administrative Assistant Sr"

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 skills and experience that directly relate to it. Candidates who do not include a cover letter with their resume will not be considered for this position. Individuals selected for later stages of the evaluation process may be asked for additional materials relevant to the role.

The Museum of Paleontology in the College of Literature, Science, and the Arts currently has an opening for a part-time (70% - 28 hours/week) Administrative Assistant Senior position with primary duties related to administrative support, collections and publications compliance, and museum outreach and communications work. If workload demands increase and College funding permits, this position may be eligible for full-time work in the future.

Administrative offices and faculty labs, offices, and museum collections are located on the central campus in the Biological Sciences Building (BSB) and in the Research Museums Center (RMC) on Varsity Drive. This position will primarily be in the BSB on central campus, but may occasionally have duties in the RMC. A regularly scheduled shuttle service between the two buildings is available. This position works Monday through Friday and may work on campus or hybrid (both remote and on campus).

This is a year-round position that reports to the museum's Operations Administrator and works closely with the museum Director, curators, staff, and students.

Museum Compliance and Collections Administrative Support - 50%

• With the Operations Administrator, works with collection managers, EHS, and U-M export controls to ensure shipping is compliant with applicable laws.
• Notify borrowers regarding overdue loans and facilitate returns.
• Assist in conducting specimen inventories as required for reposited federal museum property.
• Verify lab safety course completion for lab users.
• Assist the collections managers and Operations Administrator in the maintenance of files for EHS Liability Waivers, copyright transfers (for publications), and commercial-use image licenses.
• Research copyright status for archive materials as needed.
• Process and upload UMMP Data to Deep Blue Data following established metadata standards in compliance with University policy.
• Monitor automated alert system for UMMP data creation at CTEES facility in compliance with University policy.

Creation and Coordination of Museum Communications - 20%

• Engage with unit stakeholders to gain awareness of unit activities (grants, publications, meetings, defenses) to understand the science of the museum and generate content related to those activities (e.g., via attendance of weekly museum seminar).
• Create and manage both print and digital content for museum communications including the annual newsletter, donor communications, posters, and other signage.
• Manage and, where appropriate, generate graphics and editorial content for several websites related to the museum. Add/remove personnel profiles on a regular schedule to accurately reflect unit composition.
• Oversee, create, write and manage social media presence for museum social media sites and other platforms.
• Monitor analytics for museum websites and social media content to measure content effectiveness and guide strategy. This includes performing regular assessments of site traffic, demographics, and web traffic.
• Collaborate with other departments/museums to cross-post news stories and events.
• Maintain, and organize a digital library of photographs/images used for websites and/or social media. Photographing events and museum work as needed.
• Work closely with the LSA Advancement Office for fundraising activities. Manage donor information for fundraising activities in compliance with College and University policy.
• Research, evaluate, and learn new tools to support communication needs.

Museum Publication Coordination - 15%

• Develop, in coordination with museum publications editor, clear protocols and workflows for manuscript submission, review, publication, and archiving.
• Typeset and curate files associated with the museum's two publication series: Contributions from the Museum of Paleontology, University of Michigan and University of Michigan Papers on Paleontology.
• Use Adobe InDesign for editing and layout according to pre-set printing standards.
• Prepare museum's publications according to the museum's requirements; prepare digital copies for upload to the University's online digital library (Deep Blue).
• Maintain and update unit's Google Scholar as it relates to any publications based on museum specimens.

Administrative Support - 15%

• Answer the museum's main office phone line and general email inquiries.
• Maintain electronic files and records related to administrative support operations. Process, scan and photocopy documents as needed.
• Provide event assistance for the annual Case Lecture and other museum events.
• Assist the Director and Operations Administrator in carrying forth the museum's goals and mission.

Required Qualifications

• At least four years experience in administrative roles requiring independent judgement, maintaining organized and accurate records, and initiating and managing both one-time and recurring work tasks to meet deadlines and support efficient operations.
• Proficiency with technology and software used in an office environment.
• Strong communication and writing skills.
• Exemplary customer service skills.
• Ability to work effectively both independently and within a team environment.
• Excellent time management and organizational skills.

Preferred Qualifications

• Associate or Bachelor's degree or combination of work experience and education.
• Previous experience in publications design and production, web content management, and social media posting.
• Prior experience writing, editing, and proofreading copy for public dissemination in both print and digital outlets
• Working knowledge and experience with Adobe InDesign, Adobe Acrobat, Adobe Experience Manager, WordPress, Google Analytics, Google Scholar, and/or social media analytics.