Administrative Assistant

Overview

The University of Michigan Library in Ann Arbor is one of the world's largest academic research libraries, serving a vibrant campus community across 19 schools and colleges. We promote the university's mission through collections, expertise, and services that support research, learning, and teaching.

We are looking for a collaborative and detail-oriented Administrative Assistant to support two Associate University Librarians (AULs) and their leadership teams. As part of the library's team of administrative professionals, you will perform a variety of complex administrative tasks. These tasks include complex calendaring, coordinating meetings and events, arranging travel, managing procurement and expenses, and assisting with projects and communications. We ask that you have customer service and organizational skills, independent judgment, and a commitment to clear and inclusive communication.

You will report to the Senior Executive Assistant to the Dean and Administrative Support Manager, with a dotted-line reporting relationship to the AULs supported.

• Manage complex calendars and schedule meetings for two AULs, coordinating with internal and external partners.
• Arrange travel logistics, prepare and reconcile expense reports, and manage related documentation.
• Coordinate meetings, events, and hybrid gatherings; provide onsite and virtual support for your divisions and for library-wide groups and partners.
• Help with recruitment coordination, including candidate communication, scheduling, and logistics.
• Prepare correspondence, reports, and other documents with thorough attention to detail and accuracy, supporting recordkeeping, procurement, and general office operations.
• Contribute to the administrative support team's shared efforts and participate in professional development.

• A high school diploma and a minimum of four years of progressively responsible experience as an administrative assistant or equivalent performing complex calendaring and management in support of an executive leader who holds the title of associate director or higher in an office setting.
• Experience arranging travel and related logistics for executives.
• Demonstrated experience in procurement processes and reconciling expenses, including discrepancy resolution and compliance awareness, with at least intermediate skills in spreadsheet software.
• Experience planning and carrying out complex events for large groups (50+), including logistics, timelines, stakeholders, catering, and support for in-person, virtual, or hybrid formats.
• Strong organizational skills and an understanding of project management principles, with thorough attention to detail and the ability to follow through with tasks to successful completion.
• Experience communicating clearly, inclusively, and promptly; demonstrating customer service skills.
• Experience exercising independent judgment by applying reasoning and resolving challenges.
• Demonstrated skills in collaborating as part of a team-based support environment.
• Experience learning new tools and systems.