Institution: University of Michigan
Location: Ann Arbor, MI
Deadline: Sept. 30, 2012
Education: Bachelor’s preferred

Job Summary

This position is 40 hours per week during the academic year (August through May) and 32 hours per week during the months of June and July. Specific schedule and hours may be discussed during the interview process and finalized in an offer made to the successful candidate.

This position provides administrative support to the Chair of the Department of Asian Languages and Cultures as well as general secretarial/administrative support to the department. The successful candidate is expected to carry out advanced, diversified, and confidential secretarial and administrative duties requiring broad and comprehensive experience, a highly developed skill set, and knowledge of organizational policies and practices.

Compose and initiate routine correspondence; Screen telephone calls, e-mail, and visitors, resolving both routine and complex inquiries; Schedule appointments and meetings; Create travel itineraries and coordinate all travel-related arrangements; Effectively maintain Chair’s calendar and avoid conflicts in the schedule.

Develop and maintain a high level of understanding of all LSA procedures for faculty hiring, review and promotion. Manage applicant files for tenure-track and LEO lecturer searches and recruitment. Prepare reports and correspondence with a high degree of accuracy. Make travel arrangements for invited candidates and schedule job talks. Manage applicant dossiers and submit to LSA in a timely manner. Maintain organized promotion files. Oversee promotions timeline and ensure that deadlines are met. Submit complete promotion packets accurately and in a timely manner. Oversee the LEO lecturer review cycle. Manage the review timeline and ensure that review dossiers are submitted accurately and in a timely manner to the ALC and LSA Executive Committees.

Plan and coordinate meetings, receptions, programs and events including the use of facilities, services and equipment. Answer the main phone line, triage phone calls and interact with walk-in customers. Maintain supply inventory and place orders as necessary. Enter overrides for ALC classes and develop a working knowledge of the undergraduate concentration and minors. Perform other duties as assigned in order to support the goals and objectives of the department. Work as a team with highly-skilled staff in a fast-paced environment.

Required Qualifications

This position requires an extremely high level of organizational skills and high degree of confidentiality. Outstanding interpersonal as well as communication skills (written and verbal) are required. The candidate must have the ability to prioritize tasks, work independently, handle multiple tasks simultaneously and be able to synthesize the big picture/goals of the Department in to the specific tasks required to reach the objectives.

The successful candidate will be proactive in all aspects of the position, be imaginative and think outside the box. At least 5 years of administrative support to an upper level manager/executive, preferably in an academic setting. A Bachelor’s degree is highly desired. High level of MS Word proficiency with working knowledge of Excel and Outlook.

Desired Qualifications*

Bachelor’s degree with experience at UM handling tenure and promotion cases as well as faculty recruitment. Working knowledge of LSA tenure and promotion policies and procedures. Experience working with LSA’s Management Reporting System (MRS). Experience in creating and utilizing a Sharepoint site. Experience with CMS/Vignette website management.