A cover letter and resume are required for consideration for this position; the cover letter 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.

For more information about the Department of Astronomy, please visit lsa.umich.edu/astro.
 

The Department of Astronomy is seeking a dynamic, organized, and enthusiastic Executive Secretary to join our administrative team. This position provides a high level of administrative support to both the Department Chair and Chief Administrator, as well as general secretarial and operational support throughout the department. The successful candidate will be adept at managing confidential information, multitasking, and problem-solving in a fast-paced, academic environment.

The Executive Secretary acts as a liaison among faculty, students, and staff, delivering exceptional customer service and facilitating the effective operation of the department. This position is integral to various departmental functions, including faculty processes, event coordination, committee support, and day-to-day office functions.

This is a full-time, regular, non-exempt position. The anticipated work schedule is Monday-Friday, 8:00 AM-5:00 PM. Very occasional evening or weekend work may be required for department events.
 

The mission of the University of Michigan is to serve the people of Michigan and the world through preeminence in creating, communicating, preserving and applying knowledge, art, and academic values, and in developing leaders and citizens who will challenge the present and enrich the future.

Key responsibilities include, but are not limited to:

Administrative Support

• Provide high-level support to the Department Chair, Chief Administrator, and department leadership, including managing complex calendars, meetings, travel, and confidential correspondence.
• Serve as the primary point of contact for the office; triage inquiries and ensure timely responses.
• Screen/direct calls, emails, and visitors; draft/proof communications; and process expenses.
• Maintain department records, files, and databases with accuracy and confidentiality.
• Suggest improvements to workflow and support electronic file organization.
• Support facilities/space requests, purchasing, and general office operations.

Faculty Affairs & Academic Processes

• Coordinate faculty and lecturer searches, promotion/tenure reviews, and related processes; manage timelines, applicant files, and support for academic events.
• Track faculty leaves, retirement, and other lifecycle processes.
• Ensure compliance with LSA policies and deadlines.

Event & Departmental Coordination

• Plan and coordinate meetings, colloquia, seminars, and special events, including logistics, travel arrangements, and catering.
• Assist with donor stewardship communications and alumni engagement.
• Provide backup and collaborate with other administrative staff.

Other

• Participate in ad hoc projects, committee work, and process improvement initiatives as assigned.
   

• High school diploma or equivalent combination of education/experience.
• Minimum five (5) years of progressively responsible administrative support experience, preferably supporting executive or academic leadership.
• Demonstrated ability to manage complex calendars, competing priorities, and confidential matters with discretion.
• Exceptional organizational, written, oral, and interpersonal skills.
• Ability to work independently and collaboratively, adapt to changing priorities.
• Strong proficiency in Microsoft Office (Word, Excel), and Google Workspace (Gmail, Calendar, Drive), and comfort with learning new systems.
   

• Bachelor's degree in a relevant field.
• Experience supporting academic leadership in higher education, preferably at U-M.
• Familiarity with U-M systems (e.g., M-Pathways, Business Objects, MRS).
• Experience managing faculty reviews, tenure/promotion cases, recruitment, or working in an academic office.
   

• Full-time, regular, nonexempt position.
• Standard work hours: Monday-Friday, 8:00 a.m.-5:00 p.m.
• Hybrid work arrangement: Eligible for one remote work day per week after successful completion of training/proficiency period.
• Occasional early morning, evening, or weekend work may be required for department events.
   

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 the work modes.

Salary range is $58,800 to $73,500 annually.
A higher salary is possible for exceptionally qualified applicants.

The Department is committed to fostering a positive environment that values our shared humanity and advances scientific excellence.

As one of the world's great liberal arts colleges, LSA pushes the boundaries of what is understood about the human experience and the natural world, and we foster the next generation of rigorous and empathetic thinkers, creators, and contributors to the state of Michigan, the nation, and the world.

To learn more about LSA's Mission, Vision and Values, please visit lsa.umich.edu/strategicvision.

 

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.

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.

The University of Michigan is an equal employment opportunity employer.