Summary

The Office of the Provost is looking for you to join us in the Vice Provost for Engaged Learning team as the Executive Assistant. The team supports and promotes 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. 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 report to the vice provost and the chief of staff. You will provide responsible and confidential high-level administrative support and will work on a variety of projects with multiple constituencies ranging across faculty, staff, students, administrators, and external partners.

You will have a hybrid work arrangement requiring both in-person and remote options.

Responsibilities*

• Provide high-level administrative support to the vice provost. Maintain the vice provost's complex calendars and confidential email accounts, exercising independent judgment, anticipating needs, and ensuring seamless operations.
• Respond to inquiries on behalf of the vice provost as appropriate, using knowledge of best practices, and discretion in highly confidential matters. Present high-level customer service practices. Coordinate with administrative support staff in the vice provost's other academic appointments.
• Arrange meetings, often including multiple participants with challenging schedules. Coordinate committee activities and logistics, coordinate schedules for visitors, and visiting international delegations. Support and coordinate meeting preparation, including creating agendas, presentations, briefings and itineraries, and supporting the tech needs required for collaboration with university offices and global partners.
• Improve the vice provost's workflow through schedule optimization, organization of meeting-prep and post-meeting notes, and following up on action items.
• Triage email, inquiries, and correspondence. Draft, edit, and send correspondence on behalf of the vice provost. Edit and proofread agendas, and memos. Oversee and manage email distribution lists for different groups and stakeholders.
• Provide meeting support and management, including assistance in preparing for meetings (creating agendas, presentations, and other materials; gathering appropriate supplies) and occasional in-meeting support (note-taking, tech support).
• 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.). Process and track financial transactions related to P-Card reconciliation and purchase orders. Process reimbursements.
• Partner with business administrators supporting engaged learning activities on various HR functions. Liaise with the vice provost/s reporting units.
• 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 experience with relative administrative experience supporting top-level leaders or executives.
• An ability to plan ahead, foresee possible challenges/plan changes, and provide clear context and information for each meeting. A high level of accuracy and attention to detail.
• Advanced proficiency in project management and organizational best practices, and in taking accurate minutes during executive meetings.
• Proficient with Microsoft Office software, Google Office infrastructure tools, and email platforms to create, edit, and distribute communications efficiently (e.g., mcommunity mailing groups).
• Commitment to diversity, equity, and inclusion.

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.