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Executive Secretary

Job Summary

The University of Michigan Law School is seeking an Executive Assistant to work in our Admissions Office. This is a fast paced exciting environment.

Who We Are

Michigan Law, one of the oldest law schools in the nation, was founded in 1859 and enjoys a reputation for academic excellence. Michigan is consistently ranked among the top law schools in the nation, and enjoys international renown for its academic rigor, stunning physical surroundings, the faculty's preeminent scholarship, and an academic community noted for collegiality and warmth. Supported by remarkable facilities, preeminent faculty-scholars, and unparalleled architecture and physical environment, Michigan Law has a total of 21,800 alumni, 1,001 J.D. candidates, and 82 full-time faculty members, including 55 tenured and tenure-track, 27 clinical and legal practice, and 57 part-time faculty members. In March, 2015 Michigan Law had a 97.4 percent employment rate for the class of 2014. Contributing to the close-knit law-school community, law students have a choice of 6 student-edited journals and more than 50 student organizations in which to participate.

Responsibilities*

Administration 45%

Work closely with Senior Assistant Dean in the process of hiring new employees; coordinate travel arrangements for candidates traveling from out of town, meticulously create and organize interview schedules based on availability of interviewers, participate in candidate interviews, represent the image of U-M, Michigan Law and Admissions.

Be the main point of contact for the Admissions Office within the Law School and oversee the office when Senior Assistant Dean is traveling; back up person for the processing team when processing admissions offers; prepare, edit, and distribute routine correspondence and meeting minutes, assuring quality, consistency, and clarity.

Extensive involvement in the JD application revision process; revise the JD admissions application based on Senior Assistant Dean edits, create and manage new annotated comment sheet as an addition to the application, make edits to and publish the Law School Admission Council FlexApp.

Proactively manage the Senior Assistant Dean's calendar; schedule highly complex meetings, interviews, and conference calls, anticipating needs and exercising initiative, discretion, and judgment as to priorities and demands.

Coordinate prospective student visits and showcase the law school to ensure an organized, professional, and positive Michigan Law experience.

Represent appropriate image of U-M, Michigan Law and Admissions to internal and external constituencies.

Project Management 25%

Responsible for the onboarding process and transition plan of new employees in Admissions and Financial Aid including obtaining MPathway system access and OARS requests, gaining facilities access to the building and Admissions suite, giving access to appropriate MCommunity groups, and updating the Admissions Staff website and directory.

Point person for all administrative aspects of Preview Weekends (Two 3-day weekends in which prospective admitted students come from all over the country to get a feel for Michigan Law. Students have the opportunity to sit in on real classes, meet with faculty and staff, attend informational panels on housing and financial aid, tour the law school and meet current students, get to know their potential classmates, and interact with alumni.) Responsibilities during Preview Weekends includes researching and event planning, selection and implementation of the Cvent software used for registration and event activities throughout the weekends, inventory and ordering of supplies, overseeing all audio visual requests, facilities requests, and law school room reservations, managing registration for events and facilitating hotel room accommodations, and attendance tracking of all admitted students throughout Preview Weekends.

Reporting and Analysis 15%

Prepare and distribute the Admissions Fall Starter Survey to all incoming students through the use of Qualtrics software, collect and analyze Admissions survey data that helps to determine helpful recruiting tactics and general feelings towards Michigan Law Admissions, create final report with the breakdown of survey data into charts/graphs, and present final analysis to Senior Assistant Dean for distribution.

Collaborate with the Communications department to edit and maintain the Admissions Office website using Drupal software.

Financial/Travel Management 10%

Coordinate and arrange complex travel arrangements for Senior Assistant Dean, Assistant Deans, Assistant Directors, and Admissions Representatives, ensuring that all necessary files, materials, and supplies are assembled. (In the 2024 fall recruitment season we will be traveling to 41 different locations)

Prepare complex and extensive travel itineraries and necessary travel documents; manage purchasing card reconciliation and travel reimbursements; review monthly budget statement before submitting to Senior Assistant Dean; office supply ordering and management.

Supervision 5%

Supervision of the receptionist position in Admissions includes training, assigning work, providing guidance, responding to concerns, delivering performance evaluations and feedback, discipline when necessary, approval/denial of time requests, and the approval of submitted time cards.

Required Qualifications*

+ Associate's degree and 7 years of progressively responsible administrative experience; proficient with MS Office products.

+ Demonstrate the ability to interact effectively and communicate with people at all levels of the organization; ability torespond in a timely manner and act on behalf of the Senior Assistant Dean with a high degree of professionalism, tact, and diplomacy in matters of a highly sensitive and confidential nature.

+ Demonstrate strong organizational skills with excellent abilities in setting priorities, managing multiple tasks and meeting or negotiating deadlines in a fast-paced, ever-changing work environment. Ability to manage multiple assignments and deadlines while remaining focused; display excellent judgment while operating in a flexible and professional manner.

+ Demonstrate ability to take initiative on projects, working independently as needed; exhibit excellence in customer service with high attention to detail and follow-through; the ability to anticipate the needs of Admissions; strong experience in coordinating complex calendars, schedules, meetings, and travel itineraries.

+ Ability to represent the appropriate image of U-M, Michigan Law and Admissions to internal and external constituencies.

Desired Qualifications*

+ Previous experience in higher education setting, knowledge of Law School policies and Procedures; prior experience handling highly sensitive and confidential matters in a discreet manner and with discretion.

+ Advanced knowledge of the following Administrative University Systems: MPathways - Student Administration, MPathways - HR Administration, Concur, Manager Desktop, Time Approval, U-M Data Warehouse (Business Objects).

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 thework modes (https://hr.umich.edu/working-u-m/my-employment/ways-we-work-resource-center/ways-we-work-implementation-group/modes-work) .

Application Deadline

Job openings are posted for a minimum of seven calendar days. The review and selection process may begin as early as the eighth day after posting. This opening may be removed from posting boards and filled anytime after the minimum posting period has ended.

U-M EEO Statement

The University of Michigan is an equal employment opportunity employer.

Job Detail

Job Opening ID

265532

Working Title

Executive Secretary

Job Title

Executive Secretary

Work Location

Ann Arbor Campus

Ann Arbor, MI

Modes of Work

Hybrid

Full/Part Time

Full-Time

Regular/Temporary

Regular

FLSA Status

Nonexempt

Organizational Group

Law School

Department

Law School

Posting Begin/End Date

6/27/2025 - 7/11/2025

Career Interest

Administration