Executive Assistant

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How to Apply

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.

Job Summary

The Department of Electrical Engineering and Computer Science (EECS), Electrical and Computer Engineering (ECE) Division, has an opening for an Executive Secretary to serve as the Assistant to the Department Chair of Electrical and Computer Engineering, providing high-level administrative support to the Chair and Department Administrator.

Who We Are

Michigan Engineers are world-class educators, researchers, students and staff who strive to build a people-first future. As part of a top national public research institution, Michigan Engineering's mission is to provide scientific and technological leadership to the people of the world, develop intellectually curious and socially conscious minds, create collaborative solutions to societal problems, and promote an inclusive and innovative community of service for the common good.

Welcome to Electrical and Computer Engineering (ECE)

People Powering Innovation

We have been contributing to the science and technology of electrical and computer engineering since 1895. Our longstanding tradition of excellence in education and research is complemented by constant innovation and a vision for a better tomorrow.

Our faculty are leading the way in areas such as low-power computing, integrated analog and digital electronics, embedded systems, communications, energy and power systems, nanotechnology and nanomaterials, applied and computational electromagnetics, radar remote sensing, solar cells and photovoltaics, quantum computing, ultrafast lasers, optoelectronics, plasma science and engineering, terahertz science and technology, MEMS, big data, cyber-physical systems, wireless sensor networks, computer vision, and robotics.

ECE STAFF MISSION AND VALUES

Mission:

Michigan ECE Staff creates a welcoming environment that fosters world class collaboration, empowers bold ideas and pursuit of success to enable all to overcome challenges in their quest to be the best.

Values:

ECE will strive for excellence and provide our best service to all by embodying the following values:

Motivation and Innovation

We will be empowered to proactively provide excellent service to all and remain open to creativity in solutions.

Comprehension and Communication

We will clearly understand our work and its purpose, and continue to learn and share our expertise in order to foster organized and transparent practices.

Teamwork and Positivity

We will bring positivity when working collaboratively, while embracing diversity and inclusion, and respecting others' opinions and ideas.

Leadership and Integrity

We will be positive role models by being respectful, responsive, and accountable.

Why Work at Michigan?

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:

• Generous time off

• A retirement plan that provides two-for-one matching contributions with immediate vesting

• Many choices for comprehensive health insurance

• Life insurance

• Long-term disability coverage

• Flexible spending accounts for healthcare and dependent care expenses

• Maternity and Parental Leave

Responsibilities*

Reporting directly to the Chair and Department Administrator, you will: Work with the Chair and Department Administrator on sensitive matters; Answer telephones and greet visitors to the Chair's Office, assisting or referring; Schedule meetings; Manage calendars; Maintain confidential files; Initiate, draft, edit, and finalize correspondence, reports, meeting minutes, presentations, or other materials; Assist Chair in planning and arranging for visitors; Coordinate appointments on behalf of the Chair including coordinating conference, Zoom and Teams calls; Coordinate Chair's domestic and international travel arrangements ensuring all necessary materials and supplies are assembled, itineraries are prepared and expense reports are submitted; Support faculty meetings, prepare agendas and minutes, and complete requested faculty meeting items; Serve as staff support to departmental committees including departmental honors and awards committee; Schedule EECS Administrative Committee meetings; Coordinate annual review process; Prepare and distribute faculty merit letters; Prepare retirement memoirs and coordinate retirement announcements; Manage notifying the department community and College of Engineering of relevant births/deaths/hospitalizations and recognizing them when appropriate; Schedule launch committee meetings for new faculty members; Coordinate meetings, appointments, conferences or events using project management skills including reserving equipment and rooms, issuing calendar invitations, making meal reservations, and placing catering orders. Be staff support for annual faculty retreat and faculty recognition dinner and department professor events and retirements. Help maintain Faculty Center and other related faculty information; Other tasks as assigned, including support of faculty and staff lounge, supporting new programs, ad hoc committees, and initiatives as developed by the Chair and administration.

Required Qualifications*

• Bachelor's degree in business field or an equivalent amount of experience and education

• 6+ years of progressively responsible administrative experience in an academic environment

• Able to discern appropriate communication modes at all levels of the organization

• Highly developed interpersonal skills to represent the Chair and department with confidential matters

• Experience maintaining confidentiality and exercising discretion in responding to requests for information.

• Team player that excels in a collaborative environment

• Excellent organizational, analytical, multi-tasking and problem-solving skills, along with attention to detail

• Experience maintaining calendars and scheduling for high-level personnel

• Experience coordinating travel arrangements

• Experience providing excellent customer service to a diverse community

• Advanced proficiency with Microsoft Office and Google applications and other databases, email, and calendar-keeping software and technologies is required.

• Experience setting up and managing Zoom/Teams meetings

• Able to work flexible hours for occasional events

Desired Qualifications*

• Basic understanding of engineering vernacular

• Knowledge of University of Michigan and College of Engineering policies and procedures.

• Demonstrated project management skills

Modes of Work

Positions that are eligible for hybrid or mobile/remote work mode are at the discretion of the hiring department. Work agreements are reviewed annually at a minimum and are subject to change at any time, and for any reason, throughout the course of employment. Learn more about thework modes (https://hr.umich.edu/working-u-m/my-employment/ways-we-work-resource-center/ways-we-work-implementation-group/modes-work) .

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

257420

Working Title

Executive Assistant

Job Title

Executive Secretary

Work Location

Ann Arbor Campus

Ann Arbor, MI

Modes of Work

Hybrid

Full/Part Time

Full-Time

Regular/Temporary

Regular

FLSA Status

Nonexempt

Organizational Group

College Engineering

Department

EECS - ECE Division

Posting Begin/End Date

12/17/2024 - 1/01/2025

Salary

$65,000.00 - $75,000.00

Career Interest

Administration

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