Functioning as a high-level member of the Office of the Vice President for Information Technology/Chief Information Officer (VP/CIO) Team, the executive assistant will provide highly responsible executive administrative support for the VP/CIO on matters of a visible and confidential nature with high trust, using sound judgment while demonstrating, loyalty, dependability, flexibility, discretion, excellent interpersonal and organizational skills along with the ability to handle multiple tasks and the tactful ability to interact with individuals at all levels of the University including individuals external to the University.
Our selected candidate may also plan or coordinate the administrative, operational and budgetary activities of the Office of VP for Information Technology with some authority to make commitments with designated areas of responsibility.
Vice President’s Calendar Management
Schedule appointments and maintain the Vice President’s complex electronic calendar using discretion and sound judgment.
Anticipate needs and ensure the VP has sufficient time for each meeting, travel time between meetings, time to debrief and time for planning and breaks.
Manage the expectations of people making requests of the VP’s time.
Finesse the VP’s calendar when necessary and make judgements regarding cancellations, reschedules and other changes.
Communications and Correspondence
Answer telephone and screen calls directed to the Vice President for Information Technology/CIO.
Respond to questions and determine priority of calls from President, Executive Officers, donors and Regents. Obtain necessary background information for the Vice President/CIO, consulting with members of the Vice President's staff, when necessary. Be aware at all times of the nature of incoming and outgoing calls and inform staff as needed.
Screen high-level calls and, whenever possible, route to other appropriate ITS senior staff on behalf of Vice President/CIO.
Prepare and compose routine correspondence (email and paper) and other documents for the Vice President/CIO.
Proofread and edit to ensure error-free documents. Produce all documentation in a timely manner. Inform the VP/CIO of any inconsistencies or duplication of material.
Maintain an electronic file system of all correspondence signed by the Vice President/CIO.
Send email as needed as the Vice President/CIO.
Submit time-sensitive campus-wide email communications of urgent and important institutional matters on behalf of VPSL.
Screen and prioritize mail.
Attach background material to all incoming mail to help facilitate response. Note deadline dates and future commitments.
Whenever possible, based on previous activity or staff assignments, suggest to the VP/CIO a member of the professional staff to whom to direct a document for advice, action or reply.
Draft replies for the Vice President/CIO.
Maintain an online system to help the VP/CIO with day-to-day meetings.
Upload documents and files, as needed.
Keep an electronic file system of all documents for future reference.
Prepare and maintain an electronic and paper copy of monthly meeting folders, including background materials and agendas for the Vice President/CIO.
Coordinate and confirm participation of other high-level members (President, Regents, executive offices, provost, deans, vice provosts, directors, etc.) and may join the Vice President during meeting sessions.
Receive and prepare materials for distribution and delivery to the President, Regents, and Executive Offices, checking for errors.
Prepare remarks as needed.
Field questions and provide advice to VP/CIO units as needed.
Manage all travel arrangements for the VP/CIO.
Schedule all airline travel, hotel accommodations and ground transportation for complex travel needs on behalf of the University for Alumni relations, Donor/Development events and Executive events and national conferences such as IT executive boards, national boards and Big Ten Council of CIOs. Ensure that all necessary documentation, itineraries and agendas are available.
Submit travel expense reports/reimbursement follow-up for complex travel needs.
Work closely with the Executive Director of Administration, HR Director, Finance Director and Organizational Development Consultant to advise Vice President on division-wide organizational alignment.
Prepare budget projections, status reports, financial statements and plans, including staffing requirements.
Review budget allocations and expenditures.
Oversee the organization of executive, division-wide, external to the University and office-related receptions and similar activities, as needed.
Ensure multi-faceted event logistics are appropriately managed.
Organize conference event details with appropriate relevance to ITS and VP IT strategic goals and mission.
While not limited to the following, in this role the successful candidate will be expected to demonstrate the following organizational competencies:
Maintains agreed upon levels of confidentiality.
Demonstrates the ability to use formal and informal networks to accomplish tasks and objectives, developing and maintaining smooth, cooperative working relationships.
Demonstrates the ability to provide necessary attention to solve different level problems, often multitasking to solve moderate level problems.
Uses appropriate methods of communication (face-to-face, etc.) to achieve desired results.
Demonstrates the ability to communicate about complex topics effectively to groups, using visual aids as needed, varying style to fit the audience.
Actively communicates with and persuades others with differing opinions and differing levels of understanding, using effective strategies, arguments and materials.
Demonstrates the ability to work independently and assumes a broad range of responsibility.
Demonstrates the ability to establish and maintain effective relationships with internal and external customers in a manner that consistently meets the organization’s expectations for exemplary customer service.
Graduation from high school or the equivalent combination of education and experience, particularly in university administration.
Considerable experience performing administrative liaison work, including extensive public contact.
Excellent interpersonal and communication skills.
Eight (8) years of experience in an administrative support role including a minimum of five (5) years supporting a senior level executive.
Ability to handle multiple complex tasks simultaneously with excellent attention to detail.
Demonstrated ability to handle confidential materials and information in an appropriate manner.
Experience using Microsoft Office, Excel, PowerPoint and other standard office software packages.
Considerable knowledge of University policies and procedures, organization, practices and protocols.
The statements included in this description are intended to reflect the general nature and level of the work assigned to this classification and should not be interpreted as all-inclusive.
Normal amount of sitting, average mobility to move around an office environment; able to conduct normal amount of work at a computer.
Travel to various locations on and off campus; and moves throughout buildings to provide support.
May require on-call availability and may require working during non-business hours and on weekends.
Punctual, regular and consistent attendance is required.
Diversity, Equity and Inclusion
The University of Michigan Information and Technology Services seeks to recruit and retain a diverse workforce as a reflection of our commitment to serve the diverse people of Michigan, to maintain the excellence of the University and to offer our students richly varied disciplines, perspectives and ways of knowing and learning.
The University of Michigan is committed to offering a high-quality benefits package to support faculty, staff and their families.
The University of Michigan maintains No. 15 in Times Higher Education World University Rankings released 05/30/2018.
The University of Michigan continues to be recognized nationally in the U.S. News & World Report’s annual rankings of the nation's best graduate schools for 2019. Among the programs ranked each year in America’s Best Graduate Schools — business, education, engineering, law, medicine and nursing — U-M maintained top-20 rankings in all six categories.
The University of Michigan is ranked No. 4 on Kiplinger’s 2018 list of 100 Best Values in Public Colleges, moving up one spot from last year.
Job openings are posted for a minimum of seven calendar days. This job may be removed from posting boards and filled anytime after the minimum posting period has ended.
The University of Michigan is an equal opportunity/affirmative action employer.
Internal Number: 158777
About University of Michigan - Ann Arbor
A great university is made so by its faculty and staff, and Michigan is recognized as one of the best universities to work for in the country. The Michigan culture is known for engaging faculty and staff in all facets of the university to create a workplace that is vibrant and stimulating.For two consecutive years, the Chronicle of Higher Education has placed U-M in its "Great Colleges to Work For" survey. In particular, the university earns high marks for strong relations between faculty and administrators, a collaborative system of governance, strong pay and benefits, and a healthy work/life balance.