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Executive Assistant

Job Summary

The Office of Budget and Planning (OBP) seeks a highly skilled, detail-oriented, and proactive administrative professional to support the University's annual budget cycle and provide high-level administrative coordination and support to the Executive Director. This role is ideal for a collaborative problem-solver who thrives in a fast-paced environment, values precision, and enjoys serving as a central hub of communication among leadership, campus partners, and internal teams.

The position blends budget process coordination (65%) with administrative and operational support (35%), contributing directly to the effectiveness of Office of Budget & Planning leadership, the Provost's Office, and multiple university stakeholders.

Responsibilities*

Budget Process Support - 65%

Serve as a key partner in the University's annual budget cycle, ensuring accuracy, timely communication, and seamless coordination across units. Manage the scheduling of all annual budget meetings and quarterly fiscal update meetings, supporting top executives throughout the process.

Draft and disseminate official communications from the Senior Vice Provost for Academic and Budgetary Affairs and the Provost, including requests for budget materials and the distribution of finalized budget documents.

Provide comprehensive support and coordination of all aspects of the annual budget process. Distribute, collect, track, organize, and maintain all budget submissions and supporting materials, ensuring that documentation is complete, accessible, and prepared for seamless internal review and analysis.

Act as OBP's primary liaison to Executive Assistants across the Provost's Office. Collaborate to create the annual budget timeline and coordinate executive-level meeting schedules for the Provost, Senior Vice Provost, Vice Provosts, and Associate Vice Provosts. Present key timelines and process updates at the annual Budget Kick-Off Meeting with Executive Assistants.

Process, track, and electronically file invoices for both the Provost's Office and the Office of Budget and Planning, including payments, gift reporting, and coordination with Shared Services for timely resolution. Respond to inquiries from Provost's Office staff regarding payments, documentation, and process questions.

Create journal entries to transfer funds to units across campus and update financial records in the commitment database. Manage commitments for faculty professional development awards and others as assigned.

Maintain and update electronically both historical and current budget files, ensuring accuracy, consistency, and timely revisions to support financial planning and reporting activities. Coordinate the year-end transfer of official budget and institutional research records to the Bentley Historical Library, ensuring proper retention and institutional continuity.

Schedule and support quarterly meetings for the Academic Affairs - Budget Administrators' Group (AA-BAG).

Administrative Support - 35%

Provide high-level executive support to the Associate Vice Provost for Academic and Budgetary Affairs and Executive Director, as well as other OBP leadership. This includes complex calendar management, travel planning, project coordination, and forward-thinking administrative support while anticipating needs and ensuring seamless operations.

Oversee general office operations, including travel arrangements, expense reconciliation, facilities work orders, technology refreshes, and supply procurement. Process and track financial transactions related to P-Card reconciliation, purchase orders and reimbursements.

Lead event coordination for office gatherings such as the annual retreat, welcome and retirement events, holiday celebrations, and team meetings. Support virtual and in-person meeting logistics, including agenda preparation, scheduling and follow-up on action items.

Support HR processes by assisting with merit cycle preparation, job postings, candidate scheduling, reference check coordination, and onboarding of new team members.

Partner with the Institutional Research team to assist with data verification for state reporting and other institutional projects.

Required Qualifications*

+ Bachelor's degree or an equivalent combination of education and experience

+ Minimum of 4 years' experience providing high-level support to executive or senior-level leaders

+ Advanced proficiency with Microsoft Office Suite, Adobe Acrobat, Dropbox, Zoom, and Google collaboration tools

+ Exceptional communication skills across written, verbal, digital, and interpersonal mediums

+ Demonstrated ability to work with accuracy, confidentiality, and professionalism in a dynamic environment

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

271484

Working Title

Executive Assistant

Job Title

Exec Secretary to Top Exec

Work Location

Ann Arbor Campus

Ann Arbor, MI

Modes of Work

Hybrid

Full/Part Time

Full-Time

Regular/Temporary

Regular

FLSA Status

Exempt

Organizational Group

Acad & Bdgt Affairs

Department

Office of Budget & Planning

Posting Begin/End Date

12/02/2025 - 12/19/2025

Salary

$75,000.00 - $85,000.00

Career Interest

Administration