Administrative Specialist/Administrative Assistant Senior

The University of Michigan is seeking an Administrative Specialist/Administrative Assistant Senior to provide administrative and office support to the Associate Dean for Faculty Affairs in the School of Social Work. The role involves high-level administrative duties, faculty lifecycle management, and ensuring smooth office operations while working closely with a small team.

Responsibilities

• Perform high-level administrative duties for the Associate Dean for Faculty Affairs for the School of Social Work including matters of a highly sensitive and confidential nature including: managing annual faculty reviews; preparing promotion and tenure dossiers and preparing the dean's recommendations for each candidate; assisting with the management of faculty search activities, preparing and submitting academic personnel requests to the Office of the Provost, Academic HR, and/or the Office of the Vice President and Secretary, for review by the president and Board of Regents; managing faculty leave requests and monitoring eligibility; and administering faculty elections
• Primary responsibilities will be to provide high-level support to faculty recruitment activities, including ensuring policy and procured compliance in faculty-developed job announcements, strategic advertising, and processing appointments and appointment activity reports for institutional equity. Additionally the incumbent is responsible for managing updates to the Faculty Handbook and supplying documentation to support policy changes; initiating written correspondence or other courses of action requiring interpretation of school and university policies and procedures; assisting in data collection for annual reporting to national accrediting body; working with the SSW Office of Global Activities to coordinate visiting scholar stays; responding to inquiries or complaints from faculty, staff, students and the public. The incumbent will work closely with the Associate Dean for Faculty Affairs in administering faculty workload and ensuring equitable distribution of workload and coordination of committee assignments and workflows
• Secondary responsibilities will include but are not limited to assisting with data integrity and workflows from the school's information system that supports academic HR functions and reporting needs. Providing as needed administrative support for initiatives from the Associate Dean for Faculty Affairs and Office of the Dean
• In addition to the above responsibilities, this position will be responsible to:
• Assist with faculty meeting video conferencing needs
• Schedule and archive minutes of standing faculty committee meetings
• Schedule standing meetings of the Associate Dean for Faculty Affairs
• Coordinate travel for the Associate Dean for Faculty Affairs
• Reconcile purchasing card statements
• Organize annual meetings, such as annual faculty performance evaluation training sessions and junior faculty mentoring meetings
• Other duties as assigned

Skills

• Three or more years of prior experience with faculty lifecycle and casebook management, including faculty search, annual review, and promotion and tenure
• Two or more years of administrative support for a senior level administrator making decisions independently based on established policies
• Experience working with HR regarding confidential personnel matters
• One or more years of prior experience with faculty lifecycle and casebook management, including faculty search, annual review, and promotion and tenure
• Experience with administrative support
• Bachelor's degree
• 3-5 years of administrative support experience
• Excellent computer skills
• Knowledge or experience in database management
• Experience with FileMaker
• Experience with Google Sites
• Ability to work independently or as part of a team

Benefits

• Positions that are eligible for hybrid or mobile/remote work mode are at the discretion of the hiring department.
• This is a full time position in Ann Arbor, MI, with the possibility of a hybrid flexible schedule that may allow remote work up to 2 days per week.

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