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.

Department Summary:

The Division of Student Life at the University of Michigan is charged with facilitating transformative student experiences by advancing student learning and development, fostering well-being, and cultivating an inclusive and equitable campus community at the University of Michigan.  Our core work is grounded in community building, health & well-being care and education, leadership education & self-discovery, social justice education & intercultural development, and student intervention, support & advocacy.  The Office of the Vice President for Student Life houses several Associate Vice Presidents, other members of the Vice President's cabinet, and other direct reports.  

Position Summary:

The Executive Secretary provides advanced administrative and project management support of a highly responsible, sensitive, and confidential nature for senior management and executives in the Office of the Vice President for Student Life. This position reports to two Associate Vice Presidents for Student Life and provides assistance to the Executive Assistant to the Vice President for Student Life. 
 

Administrative support for AVPs for Student Life (45%)

• General support, calendar management, scheduling, travel arrangements, and document creation/management
• Project management: Manage the entire life cycle of projects for the AVPs, including prioritizing, planning, implementing, and reporting.
• Special projects as assigned, including support on behalf of the AVPs, such as outreach to the University community and beyond, draft communications requiring judgment and tact, such as preparing letters of recommendation and email responses, and assistance in preparing a wide array of presentations and materials
• Tracking requests from, and made to, direct reports and assisting direct reports when necessary (hiring, scheduling, etc.) 
• Identifying proactive work to add value and efficiencies to areas
• Representing area professionally through high-quality work and professional demeanor

Coordinate logistics & planning for Student Life events/projects (30%)

• Providing administrative coordination and serving as logistics liaison for recurring meetings/committees, including, but not limited to, the Student Relations Advisory Committee, Strategic Plan Core Workgroups, and Portfolio meetings

General Administrative Support (25%) 

• Maintaining various email groups, reference lists, and training/informational documents
• Acting as a back-up to floor marshal, serve as member of the Building Incident Response Team, attending meetings regarding building safety, leading building emergency response actions, etc. 
• Representing the Office of the Vice President for Student Life in building-wide committees 
• Coordinate administrative aspects of high-level as well as new permanent and temporary employees including temporary student employee search processes within AVP areas, including acting as liaison between HR, hiring manager, and search firm (when necessary), coordinating all onsite search activities (interviewing, presentation scheduling, meal scheduling, drafting introduction of finalists for presentations, escorting finalists to campus locations, etc.), addressing the needs of finalists, hiring, onboarding, and training, which may include resume review, interview question creation, reference checks, etc.
• Reconcile university travel and expense reports for Associate Vice Presidents for Student Life, both designated and submitted by direct reports, ensuring that all submissions are accurate and abide by University policies
• Reconcile designated PCard for position, submitting expense reports in a timely manner, and adhering to University policies
• Process all non-PCard purchases (e.g., non-po vouchers, requisitions, travel reimbursements-non employee, Special Payments, People Pay) for select situations, such as for the annual Research Symposium. 
   

• Bachelor's degree or equivalent combination of education and experience 
• Minimum 5 years of progressively responsible administrative experience supporting senior-level role
• Advanced level of experience using the Google suite (Gmail, Calendar, Drive, Docs, Sheets) 
• Advanced level of experience with Microsoft 365 and Google Docs (Word, Excel, PowerPoint)

• Bachelor's Degree
• Knowledge of the University environment and University Policies & Procedures 
• Basic experience using Wolverine Access/MPathways, Financials & Student Records 
• Experience using travel and expense reporting system  
• Experience with setting up and facilitating both individual and hybrid (in-person/virtual attendee) Zoom meetings 
• Evidence of experience exercising professional judgment and discretion
• Experience with project management 

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.

Position Responsibilities Criteria 

• Excellent communication, interpersonal, and organizational skills.
• Demonstrated ability to problem solve and be adaptable in a fast-paced environment.
• Demonstrated ability to manage multiple priorities and navigate change effectively. 
• Demonstrated ability to work collaboratively as part of a team
• Ability and interest in developing professionally
• Flexible and willing to perform other tasks as assigned
   

Working Conditions:

• This position may require evening and weekend work on occasion. 
• This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Requirements:

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  While performing the duties of this job, the employee is regularly required to communicate and exchange information. The employee frequently is required to remain in a stationary position for extended periods of time.
• This position requires the ability to occasionally move office products and supplies, up to 20 pounds.

This role may have reporting obligations under Title IX and Clery.  

Authorization to work in the U.S. is a precondition of employment and applicants for this position will not be sponsored for work visas.  

Salary may vary depending on qualifications, experience, and education of the selected candidate.

Relocation will not be offered for this position.

Selected candidates whose start date is 4/1/2025 or after, will not be eligible for the university FY25-26 salary/merit plan unless otherwise notified.

#studentlife
 

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.