Job Summary

NOTE: To be considered for this position you must include a cover letter that explains why you are interested in this position and the specific qualifications/experiences that would make you successful in this role. Please upload your cover letter and resume as one document.

As a comprehensive performing arts school set in one of the world's finest public institutions of higher education, the School of Music, Theatre & Dance (SMTD) is deeply engaged in the creation, practice, scholarship, and pedagogy of music, theatre, and dance. We aim to provide leadership, nationally and internationally, in all three fields. We assert and celebrate the value of the arts to the mission of the University of Michigan. Further, SMTD is strongly committed to diversity and inclusion as a means of achieving and sustaining excellence.

The School of Music, Theatre & Dance invites applications for an accomplished administrative professional to provide executive level support to the Dean's Office and the Director of Finance and Operations. The proportion devoted to these areas may fluctuate depending upon workloads. Reporting to the Special Projects and Faculty Affairs Manager, you will assist with a high volume of projects requiring independent judgment and detailed planning. You must be customer service oriented, one that emphasizes interpersonal skills, flexibility, and collaboration.

This position requires in-person availability, working on campus four days a week. There may be some extended flexibility for remote work during slower periods of year. Hours to be determined by the Special Projects and Faculty Affairs Manager. Office space will be shared.

Responsibilities*

Dean's Office (90%)

Represent the Dean's Office with professionalism and courtesy; provide administrative duties of a highly responsible, sensitive and confidential nature.
In collaboration with the Special Projects and Faculty Affairs Manager:
- Manage the promotion and tenure casebooks, reappointment casebooks, including holding in-service meetings with faculty to review P&T process.
- Manage the faculty search process including inquiries from faculty about process and subsequent paperwork; authorization to extend offers (AEO) requests.
- Manage the faculty leave of absence requests such as annual sabbatical requests, Duty off Campus, Scholarly Leaves; and short term leave requests.
- Management of faculty appointment including tenure track and clinical track professors, courtesy (dry) appointments, visiting professors and visiting scholars.
- Manage SmartPath date entry and initiate changes to the system with Smartpath directly.
- Manage the annual Faculty FAR process.
- Work on other projects as directed by the SP/FAM.
Perform independent research and prepare information for special projects including complex documents and spreadsheets.
Provide backup support to the Executive Committee, SAM, Huddle, Department Chairs, and Faculty meetings, when needed.
Serve as backup to the Assistant to the Dean, when needed to include:
- Answer phones, respond to inquiries or complaints from faculty, staff, students and the public who may require interpretation of established policies and procedures.
- Assist with event planning.
Manage the faculty travel leave of absence requests and tracking.
Evaluate existing file management approaches and procedures to determine current effectiveness; suggest and implement improvements.
Update procedure manuals including faculty handbook, department records, faculty directories, and email groups .
Coordinate travel arrangements including air, hotel and car reservations; directions; trip itineraries and compile trip materials for the Dean; handle all aspects of P-Card reconciliation and expense reports in ChromeRiver for the Dean.
Maintain relationships with colleagues throughout the university, such as the Provost's Office and the Dean's Offices of other UM schools and colleges.

Director of Finance and Operations Office (10%)

Assist with scheduling, which may include polls, emails to understand availability of participants.
Assist with hosting groups and special events which may include booking space, ordering food, food set up/tear down.
Assist with issuing reports and sending letters associated with the budget process.
Other responsibilities and duties as assigned by the Director.

Required Qualifications*

Bachelor's degree with 5+ years of experience supporting executive level employees.
Excellent oral and written communication skills.
Demonstrated excellence in customer service with attention to detail and follow through.
Demonstrated ability to multi-task and handle highly sensitive and confidential matters with diplomacy.
Ability to manage a large and diverse workload with attention to detail and the ability to meet deadlines.
Ability to be well organized, thoughtful, collegial, independent and team oriented.
Experience working with and an understanding of faculty appointments, promotion and tenure cases, leaves, etc.
Knowledge and understanding of University policies and protocols.
Ability to effectively interact with individuals from diverse backgrounds, working cooperatively with faculty, staff and students.
Highly efficient with Google Suite, MS Office, Adobe and other emerging technologies.

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

Candidates for this position must be legally authorized to work in the United States. Visa sponsorship is not available for this position.

Background Screening

A pre-employment background check must be conducted before a candidate may receive a firm offer of employment to a staff position at the University of Michigan.

U-M EEO/AA Statement

The University of Michigan is an equal opportunity/affirmative action employer.