"Executive Assistant"

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 this position. This is a 100% FTE position.

The Department of Linguistics and the Weinberg Institute for Cognitive Science (WICS) are seeking an experienced Executive Assistant who has advanced administrative skills to support the planning, coordination, and implementation of efforts across two units. All staff in Linguistics and WICS split effort to support the mission of both units. Due to the collaborative nature of the position, the candidate must be customer-service focused, team-oriented, and an effective communicator. The individual selected for this position must exercise sound judgment, have a welcoming and professional demeanor and have the demonstrated ability to work with diverse individuals and groups. The ideal candidate will be a self-motivated person that is flexible with changing assignments and priorities, highly organized, reliable and comfortable managing multiple projects, and possesses great attention to detail.

The Department of Linguistics and the Weinberg Institute for Cognitive Science are both vibrant academic units within the College of Literature, Science, and the Arts. The Executive Assistant is an important member of a dynamic team of staff that supports faculty and students. To learn more about the units, please visit https://lsa.umich.edu/linguistics and https://lsa.umich.edu/weinberginstitute.

This position will provide a high-level of administrative support to the Department of Linguistics Chair, the Director of the Weinberg Institute for Cognitive Science, the Chief Administrator, and the respective unit leadership teams. These duties will include, but are not limited to:

• Support department and unit academic HR tasks, which include, but are not limited to:
  • Faculty / lecturer recruitment and on-boarding
  • Faculty / lecturer annual reports
  • Courtesy appointments
  • Promotion / tenure / reviews
  • Visiting Scholars paperwork
  • Postdoc / Research Fellows
  • Reporting
  • Faculty awards
  • Retirement memoirs
• Manage calendars, arrange meetings, schedule appointments, and conference calls for chair and director with university, college, department, unit and other visitors.
• Answer telephone, email, or mail inquiries exercising considerable judgment and discretion in providing information to students, faculty/staff, and the general public, directing matters to appropriate persons for action or follow-up.
• Edit and prepare confidential and sensitive reports, manuscripts, and correspondence.
• Prepare meeting agendas and materials, attending meetings as needed. Take detailed minutes/notes, track action items and decisions made, and generate all necessary follow-up correspondence to ensure work is completed as appropriate to support related projects, and to prepare for subsequent meetings.
• Maintain files, correspondence, and documentation in an organized, consistent and confidential manner.
• Develop and maintain follow-up systems to ensure that deadlines are met and materials are received on a timely basis.
• Develop and utilize strategies for managing information across multiple systems including MBox, Google Drive, and Shared Drive. Maintain department MCommunity and group email lists.
• Manage day to day office needs including interfacing with LSA Technology Services for technology concerns. Coordinate and conduct an inventory of office supplies, managing the purchasing of supplies.
• Coordinate travel arrangements, planning, hosting and catering logistics, multiple unit sponsorships and other related tasks pertaining to department and unit events, such as faculty recruitment, department retreats and gatherings, colloquiums, annual symposia, graduate recruitment, and other circumstances as needed.
• Manage office work-study students, including recruitment, hiring and direct supervision.
• Act as a liaison to LSA Advancement. Review donor reports. Coordinate, initiate, and track thank you letters for donor gifts. Coordinate and send solicitation letters to alumni and friends. Collect and tabulate data required for reports, records, or other needs, as requested.
• Maintain or coordinate website updates as needed
• Miscellaneous project support as needed.
• This position will also perform other duties as assigned in order to support the goals and objectives of the department.

Required Qualifications

• High School diploma, Associate Degree or equivalent combination of education and experience.
• 2-4 years of administrative experience, preferably in an academic setting.
• Ability to navigate the complex scenarios that often arise when working for multiple units and supervisors.
• Excellent computer skills including Microsoft Office, Google Suite and Zoom.
• Excellent 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.
• Proven ability to effectively triage, prioritize, multitask and adapt as priorities change.
• Knowledge of best practices for time management and organization to enhance the work and missions of partner units
• Experience with scheduling and use of calendar and scheduling programs for multiple team members
• Ability to work in a fast-paced and dynamic environment with multiple and, sometimes, conflicting priorities
• Commitment to actively participate in maintaining a positive work environment and an open, welcoming, helpful and inclusive department and university climate.

Preferred Qualifications

• Bachelor's degree and 4+ years of experience in an academic setting.
• Experience coordinating projects and/or events
• Demonstrated ability to interact professionally with diverse groups of people and 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
• Three or more years of experience working in a higher education setting.
• Three or more years of experience in administrative support in an academic office.

This position is 100% (40 hours per week) throughout the year. Flexibility is required in order to be present on campus as needed to complete job responsibilities. Remote work is available one day per week. 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:

• Many choices for comprehensive health insurance
• Dental and vision insurance
• Life insurance
• Flexible spending accounts for healthcare and dependent care expenses
• Maternity and paternity leave

The salary range for this position is $58,000-$72,600. Please note that a higher salary may be offered for highly qualified candidates.