Executive AssistantExecutive Secretary - Department of Womens and Gender Studies

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How to Apply

A cover letter is required and must be attached as the first page of your resume. Please describe your interest in the position and highlight the skills and experience that directly relate to the role.

Who We Are

About Women's and Gender Studies

Founded in 1973, the University of Michigan Department of Women's and Gender Studies is an interdisciplinary academic unit within the College of Literature, Science, and the Arts. Its diverse intellectual community advances feminist research, teaching, and activism; builds collaborations across disciplines and communities; creates knowledge about women, gender, race, class, sexuality, and disability; challenges unequal distributions of power; and works to improve the lives of individuals and communities.

Learn more at lsa.umich.edu/wgs.

Mission Statement

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.

Job Summary

The Department of Women's and Gender Studies in the College of Literature, Science, and the Arts seeks an experienced Executive Assistant/Executive Secretary to provide executive-level administrative support to the Department Chair, Chief Administrator, and leadership team.

This position is a trusted partner in the department's daily operations and strategic initiatives. The successful candidate will exercise initiative, sound judgment, and discretion when managing complex priorities and sensitive information. Responsibilities include executive scheduling, faculty personnel processes, project and meeting coordination, advancement support, and general departmental administration.

We seek an enthusiastic, highly organized professional who communicates effectively, anticipates needs, and approaches each interaction with diplomacy and care. The ideal candidate will manage multiple priorities efficiently while providing exceptional service to a diverse community of faculty, fellows, staff, students, visitors, alumni, and campus partners.

This position is a full-time, nonexempt, year-round position and requires on-site work at least four days per week, with occasional evening or weekend hours to support events or meet critical deadlines.

Responsibilities*

Executive and Leadership Support

• Provide high-level administrative and project support to the Chair, Chief Administrator, and departmental leadership.
• Manage the Chair's calendar, schedule meetings, and anticipate and resolve scheduling conflicts.
• Draft, edit, and distribute correspondence, reports, and other materials, including sensitive documents requiring interpretation of university policies.
• Coordinate meetings with university, college, departmental, and external partners and visitors.
• Prepare meeting agendas and supporting materials, record minutes, and maintain related documentation.
• Triage telephone calls, visitors, and inquiries, resolving routine and complex matters or directing them appropriately.
• Arrange travel and prepare itineraries for the Chair, Chief Administrator, and departmental guests.

Academic Human Resources and Faculty Support

• Coordinate faculty searches, including recruitment logistics, candidate visits, and appointment materials.
• Manage faculty and lecturer review, tenure, and promotion processes.
• Track case progress and submit complete, accurate dossiers to the LSA Executive Committee in accordance with U-M and LSA policies.
• Coordinate faculty leave requests through the LSA Faculty Life Cycle Portal.
• Partner with the Chair and Chief Administrator to prepare faculty award nominations and service agreements.
• Maintain accurate and confidential academic personnel records.

Advancement and Donor Relations

• Support departmental advancement and donor-relations activities in partnership with the Chair and Chief Administrator.
• Serve as a liaison to LSA Advancement.
• Coordinate donor reports, acknowledgments, annual solicitation letters, and related correspondence.
• Collect, organize, and summarize data for reports, records, and advancement initiatives.

Departmental Administration

• Respond to departmental inquiries and provide administrative assistance to faculty, staff, and students.
• Help coordinate departmental programs, meetings, and events.
• Provide general office support, including telephone coverage, mail distribution, and assistance with equipment.
• Serve as backup for other departmental functions as needed.
• Identify opportunities to improve processes and develop effective, sustainable solutions.
• As assigned, provide functional supervision and training to temporary staff and student employees.
• Perform other duties in support of the department's long-term goals and priorities.

Required Qualifications*

• Bachelor's degree (or equivalent education and experience) and at least three years of advanced administrative experience in an academic setting.
• Demonstrated ability to work independently and collaboratively while fostering respect, professionalism, and cooperation.
• Strong critical-thinking, problem-solving, troubleshooting, judgment, and decision-making skills.
• Ability to manage multiple complex projects, adapt to changing priorities, and meet deadlines in a dynamic environment.
• Proactive, resourceful, and service-oriented approach to work.
• Excellent written, verbal, and interpersonal communication skills, including experience drafting polished, high-level documents.
• Exceptional attention to detail, organizational ability, and capacity to follow complex procedures.
• Demonstrated discretion when handling confidential and sensitive matters.
• Ability to navigate challenging situations with diplomacy, composure, and professionalism.
• Demonstrated commitment to integrity, accountability, collaboration, innovation, and an inclusive and engaged workplace.
• Willingness to assume additional responsibilities and occasionally adjust working hours to support evening or weekend events or critical deadlines.

Desired Qualifications*

• Five or more years of administrative support experience in an academic setting, including faculty review, tenure, promotion, and recruitment.
• Experience providing high-level administrative support to senior academic leaders.
• In-depth knowledge of U-M and LSA policies and procedures, particularly those involving faculty appointments, leaves, tenure, and promotion.
• Experience evaluating and improving workflows while considering interdepartmental impacts.
• Experience with project-management tools such as Asana.
• Graphic design skills.
• Proficiency with Adobe Experience Manager, U-M Dropbox, Emburse Enterprise, Qualtrics, LSA's Management Reporting System, the Faculty Life Cycle Portal, and MCommunity.

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 the work modes.

Additional Information

The salary range for this position is $ 59,500- $ 74,500; please note a higher salary may be offered based on equity and the selected candidate's experience.

As one of the world's great liberal arts and sciences 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.

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 any time after the minimum posting period has ended.

U-M EEO Statement

The University of Michigan is an Equal Opportunity Employer. We are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants, including protected veterans and individuals with disabilities.