A cover letter and resume are required for consideration for this position. Include the cover letter as the first page of your resume when submitted through this website. Please describe how your skills and experience directly relate to the specific duties and qualifications for this position.
This position will provide highly responsible administrative support of a sensitive and confidential nature to the assistant vice president for communications/public affairs and the associate director of public affairs. Some support also is provided to other members of the Public Affairs team. The position is required to work independently and with autonomy while meshing with the team.
Serve as main representative of the front office of Public Affairs. Provide pleasant and upbeat greetings to office and building visitors. Provide primary telephone coverage for the Office of Public Affairs. Respond and act on behalf of the office leaders in handling phone calls, email and in-person inquiries of a highly sensitive and confidential nature with tact and diplomacy.
Effectively schedule meetings and assist in scheduling press conferences, interviews and conference calls for the Public Affairs leadership and members of the Public Affairs team, anticipating needs and excising discretion and judgment as to priorities.
Obtain, prepare and organize background materials, agendas and minutes for various meetings; send meeting reminders, maintain appropriate follow-up, arrange ground transportation. Manage scheduling of media conference room including set up projector, conference phone, etc.
Higher-education news clips: Responsible for the daily selection and compiling of news items on higher education topics and issues of interest to senior administrative officials. This includes coordination with student office assistants who do much of this work. Forward report of media clips by 9:15 a.m. daily.
Screen, prioritize or respond to correspondence or direct matters to appropriate individuals for action or follow up. Respond directly to requests for university paraphernalia from the general public.
Serve as a member of the emergency communications team implemented for university-wide emergencies.
Make travel arrangements for the Public Affairs staff. Maintain and order office supplies. Assist in maintaining web-based tracking system and the preparation of monthly reports. Perform end of the day shut-down activities for the office
Provide primary phone coverage for the Office Public Affairs and the University Record; backup phone coverage for the Vice President for Communications office and Michigan News.
Provide administrative support for the University Record staff through such tasks as updating mailing lists, sending mailings to advertisers and providing information to prospective advertisers.
High school diploma
Proficient in Microsoft Word, Excel, PowerPoint
Strong written and oral communication and interpersonal skills
Excellent time-management and organization skills. Ability to prioritize and manage effectively multiple, simultaneous projects and activities
Demonstrated ability to work both independently and as part of a high-performance team
Demonstrated ability to work appropriately with confidential information
Demonstrated ability to communicate effectively with the public
Able to help keep the Public Affairs team on task
Demonstrated ability to multitask in an environment of shifting priorities with a high degree of accuracy. Strong attention to detail
Bachelor's degree in communications or journalism
Understanding of news media and strong interest in news and current affairs
Demonstrated understanding of social media platforms
Experience working in a fast-paced and confidential work environment
An 8 a.m.- 5 p.m., Monday-Friday work schedule is typical, but occasional night and weekend work may be required.
Reporting structure Reports to the assistant vice president for communications/public affairs and the associate director of public affairs.
The University of Michigan conducts background checks on all job candidates upon acceptance of a contingent offer and may use a third party administrator to conduct background checks. Background checks are performed in compliance with the Fair Credit Reporting Act.
The University of Michigan is an equal opportunity/affirmative action employer.
Internal Number: 182745
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.