Executive Secretary
University of Michigan - Ann Arbor, MI

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How to Apply A cover letter, attached as the first page of your resume, describing how your experience meets the job requirements of this posting, is required for consideration of this position.

You may be contacted for additional screening and testing in order to be considered for this position. If screening is required, our office will contact you directly.

Please visit www.nursing.umich.edu/ for more information about the School.

Job openings are posted for a minimum of seven calendar days. This job may be removed from posting boards and filled any time after the minimum posting period has ended.

Responsibilities* The University of Michigan School of Nursing (SN) seeks an Executive Secretary to provide high-level administrative support to faculty with a dual role as Associate Dean for Clinical Scholarship and Practice Development and Division Chair requiring broad and comprehensive experience, skill and knowledge of organizational policies and procedures. This person will perform duties of a sensitive and confidential nature that require discretion and independent judgment and decision-making skills; the ability to work under pressure in a complex environment, multi-task and maintain a calm professional demeanor; as well as manage the administrative support function within the office.

CHARACTERISTIC DUTIES AND RESPONSIBILITIES

*Act as the single point of contact, proactively managing the Associate Dean/Division Chair's calendar (Outlook - requires Advanced to Expert level); schedule highly complex meetings and conference calls exercising discretion and judgment to balance competing priorities and demands; anticipate needs in regard to all upcoming meetings and activities and exercise initiative, discretion and judgment as to priorities; organize, obtain, and prepare all relevant materials, agendas and minutes to ensure the Associate Dean/Division Chair is properly informed and prepared, generate various reports and documents.

*Manage all incoming calls, responding to requests as appropriate or taking messages as necessary; respond and act on behalf of the Associate Dean/Division Chair with a high degree of professionalism, tact and diplomacy in matters of a highly sensitive and confidential nature, including interactions with all levels of internal and external stakeholders; respond in a timely manner to inquiries from within the school, the campus community and external constituencies.

*Manage travel arrangements, including air (domestic and international) and ground transportation and hotel arrangements for the Associate Dean/Division Chair; assemble necessary trip folders, materials and supplies as well as prepare detailed itineraries for each trip; brief the Associate Dean/Division Chair on all details prior to the trip; complete written and online meeting registrations.

*Greet all guests and create a welcoming, organized, attractive, and efficient office environment.

*Review, sort and monitor all incoming mail, initiate necessary follow-up for the Associate Dean/Division Chair. Manage all outgoing mail on behalf of the office.

*Initiate, compose, edit and type correspondence, reports (including ad-hoc reports), meeting minutes, and other documents as requested.

*Maintain tracking systems including creating, maintaining and updating multiple electronic and paper filing systems; ensure that deadlines are met and materials are distributed and /or received on a timely basis.

*Prepare manuscripts for publications and grant documents for submission to the Grants and Research Office (GRO).

*Update the clinical track faculty percent practice electronic file.

*Coordinate correspondences with clinical track faculty and members of the Clinical Adjunct Faculty Network.

*Reconcile P-Card, assist with account reconciliation, complete and submit travel expense reports, and complete journal entries for the Associate Dean/Division Chair.

*Monitor and order office supplies.

*Update office operating procedures and maintain procedure manual.

*Assist with credentialing and re-credentialing practicing Nurse Practitioners that are SN faculty; distribute and maintain applications and all relevant materials.

*Plan special events as required.

*Assist in the continuous quality improvement of office operating flow.

*Other duties as assigned

Required Qualifications* QUALIFICATIONS

Education:

*A bachelor's degree is required.

*A minimum of eight (8) years of progressively responsible, relevant work experience providing executive-level administrative support to busy senior executives, preferably in a higher education setting.

*Advanced to Expert level in the use of Microsoft Office Products (i.e., Word, PowerPoint, Excel, Access, and Outlook (with both email and calendaring)).

*Proven ability or experience in coordinating complex calendars, schedules, meetings, and travel itineraries.

Attributes:

*Excellent interpersonal skills and the ability to communicate effectively (both orally and in writing) with internal and external stakeholders at all levels while operating in a fast-paced, pro-active customer service environment.

*Superior written communication skills, demonstrated knowledge of proper grammar and punctuation usage, and the ability to write clearly and concisely for various mediums.

*Ability to set priorities, handle multiple assignments and deadlines and display excellent judgment while operating in a flexible and professional manner; strong ability to multitask while remaining focused is essential.

*Strong organizational skills and the ability to handle multiple tasks at the same time.

*Proven ability to pay attention to detail and follow-through.

*Ability to make independent decisions free from immediate direction and within the scope of the positions responsibilities.

*A high degree of initiative, resourcefulness, and the ability to anticipate needs.

*Comfortable and familiar using various forms of technology - multi-line phone system, photocopier, wireless conference phones, laptops, projectors, etc.

*Professionalism; outstanding attendance record and excellent work ethic.

*Excellent phone etiquette and a professional demeanor.

*Proven ability to maintain the strictest level of confidentiality and use excellent judgment on a variety of sensitive subjects.

*Ability to type 60-80 wpm with accuracy is required.

*Experience creating and maintaining functional personal and office filing systems (both electronic and hard copy systems).

*Experience reconciling P-Cards on M-Pathways (Concur) preferred and/or the ability to learn.

*Experience in the use of reference managing systems such as EndNote.

*Experience with C-Tools and/or ability to learn.

The above statements are intended to describe the general nature and level of work to be performed and are not an exhaustive list of all associated responsibilities.

Additional Information Work Schedule: Monday through Friday, 8 a.m.-5 p.m. Some weekend or evening hours may be required.

Salary is commensurate based on the qualifications and experience of the selected candidate. We encourage all interested parties to apply.

SUPERVISION RECEIVED
Supervision is received from the Associate Dean/Division Chair.

University of Michigan - 13 months ago - save job - block
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