Executive Assistant; Temp

Job Summary

This position will provide highly responsible and skilled temporary administrative support to the Chair and Chief Administrator in the Department of Slavic Languages & Literatures (SLL). SLL is one of the smallest departments in the College of LSA and therefore requires someone who can handle a wide variety of tasks. The position includes exercising a high level of initiative, discretion and judgment regarding sensitive and confidential matters.

Being proactive with a friendly, high degree of customer service is a key characteristic of a successful candidate for this position.

Key responsibilities include but are not limited to the following:

Administrative Support to the Chair and Chief Administrator of the Department of Slavic Languages & Literatures (30%)

Initiating correspondence

Handling and maintaining the Chair's calendar, coordinating meetings on their behalf

Preparing materials for meetings

Preparing and coordinating executive committee and departmental meeting agendas, taking minutes and ensuring minutes are approved and filed as appropriate.

Work with the Chief Administrator to coordinate faculty search activities, tenure, promotion cases, and the lecturer review process.

Advancement/Development Support (20%)

Process gifts as received by the department.

Coordinate, track, write, and send thank you letters from the Chair for donor gifts.

Coordinate and send the annual solicitation letters to alumni and friends.

Coordinate and prepare mailings for the bi-annual newsletter.

Coordination, Planning and Support for Departmental Events, Conferences, Lectures, etc. (20%)

Making meeting room reservations

Making logistic/travel arrangements

Ordering catering

Processing honoraria

Setting up room arrangements and catering as needed

Coordinating publicity with marketing staff

Working with faculty, grad students and fellow staff overseeing the event to ensure all needs are met and ensuring timely communication and arrangements

Disseminating publicity via email and other modes of communication

General Administrative Responsibilities (30%)

Ordering office supplies

Assisting departmental personnel with printer and copier difficulties

Reconciling Pcard

Sorting and distributing mail

Maintaining the floor kitchens

Acting as point person for facility needs and requests to Facilities

Ensuring departmental offices are vacated as required and ready for new occupants

Handling inquiries from faculty, staff and students

Acting as a general receptionist to the department providing a welcoming environment.

Making general updates to Slavic's website.

Hiring and managing work-study student employee(s)

Coordinating the printing of the annual FASL volume for Michigan Slavic Publications (MSP) with the faculty editor and authors

Processing/filling on-line and standing MSP book orders

Monitoring and maintaining MSP inventory

Experience working in an administrative setting.

Extensive experience with the Google suite of products including Gmail for business, Google Drive, spreadsheets, etc.

The successful candidate requires an extremely high level of organizational skills and confidentially, ability to work independently as well as part of a team and can meet multiple deadlines simultaneously.

Outstanding interpersonal (written and verbal) communication skills, as well as engaging effectively within a team environment, fostering a culture based on respect and collaboration.

This position requires the ability to move materials up to 20 pounds to a height of 3-4 feet and set them on tables, carts, or other surfaces.

A bachelor's degree or equivalent combination of education and experience.

A minimum of two years of experience providing support to an upper-level manager/executive is required.

Two+ years of administrative support experience in an academic setting is highly preferred.

Knowledge and ability to use Mail Chimp.

Some experience using AEM web content.

Knowledge of University and LSA policies and procedures especially in putting together tenure and promotion cases and coordinating the faculty hire/search process.

Positions that are eligible for hybrid or mobile/remote…