How to Apply

Cover Letter Requirement: A cover letter is required to be attached as the first page of your resume. It must address your specific interest in the position and outline skills and experience that directly relate to this position. Candidates who fail to meet this requirement will not be considered for this position.

Job Summary

As an integral part of the College of Literature, Science, and the Arts (LSA), the Kelsey Museum

of Archaeology houses a collection of more than 100,000 artifacts from the Mediterranean,

Near East, and North Africa, including one of the world's great collections of excavated Graeco-Roman artifacts from Egypt. The Kelsey sponsors ongoing fieldwork and research projects and lively exhibition and educational programs geared both to the general public and to academic audiences. Activities also include an ever-increasing web presence, communications/marketing and a program of publications serving all facets of our endeavors.

The Executive Secretary at the Kelsey Museum is a pivotal role, offering the unique opportunity for an ambitious professional to take full ownership of key initiatives and contribute directly to the museum's mission of education, research, and outreach. This role empowers the right individual to exercise sound judgment and leadership in advancing the museum's strategic goals, particularly in shaping its efforts to reflect the institution's values and culture. Providing high-level support to the Director, Associate Director, and Chief Administrator, the Executive Secretary will serve as a critical liaison, ensuring seamless communication and operational efficiency across the administrative team and the entire department.

This position is not only about managing tasks but about taking a lead in driving forward the museum's vision. The Executive Secretary will be entrusted with coordinating strategic plans and initiatives that impact the museum's legacy, making their contributions invaluable to its long-term success. For the right candidate, this role offers the chance to influence the direction of a prestigious cultural institution and make a lasting impact through creativity, initiative, and empowered decision-making.

Key Skills and Attributes

Mission-Aligned: Embraces the mission and vision of LSA and the University of Michigan, Kelsey Museum of Archaeology.
Integrity and Trust: Demonstrates principles of integrity, accountability, sound judgment, collaboration, and innovation.
High-Level Experience: Preferably possesses administrative experience in an academic setting, such as at U-M or a comparable institution.
Innovative and Agile: Displays an innovative and agile approach in all contexts.
Quick Learner: Ability to manage projects in a dynamic and rapidly changing workplace.
Multi-Tasker: Proactive in handling diverse assignments with composure and collegiality.
Exemplary Writing Skills: Demonstrates excellence in writing and editing.
Tech-Savvy: Comfortable with digital environments and open to learning new software tools.

Mission Statement

The mission of the University of Michigan is to serve the people of Michigan and the world through preeminence in creating, communicating, preserving and applying knowledge, art, and academic values, and in developing leaders and citizens who will challenge the present and enrich the future.

Responsibilities*

*Include but are not limited to the following:

Support for Museum Director, Associate Director, Chief Administrator, and Administrative Department:

Support leadership, curatorial, faculty, and staff

Facilitate the schedule, communication, and documentation of all of the unit meetings (Departmental, IOC, Curatorial, strategic planning).
Manage calendars. Determine or help determine attendees at meetings and coordinate meetings, scheduling of conference rooms, prepare meeting agendas and greet visitors.
Supervise team of student Administrative Assistants to make sure they are deployed across Kelsey departments to assist with planned projects, events, and initiatives as needed.
Assist donor stewardship and membership initiatives.
Manage, communicate, and engage social media platforms in collaboration with partnering departments and units.

Financial Operations:

Support purchasing card reconciliations and deposit activity
Manage the recording of check and gifts
Procurement compliance
Assist with donor stewardship and membership initiatives
Maintain administrative supplies and equipment for the unit and provide support for the
Purchasing needs of all the units departments. Oversight of the units publications including inventory, shipping to distributor, researchers, and affiliates as applicable.

File Management:

Maintain Kelsey Gateway files to ensure compliance with LSA/U-M standards for record maintenance (personnel, financial, unit-wide documents).
Oversee administrative supplies and procurement.
Manage inventory and distribution of publications.
Organize document archives and policies applicable to museum
accreditation and operations.

Unit Communication & Correspondence:

Monitor museum inquiries and general correspondence.
Handle outgoing and incoming mail and packages.
Manage social media platforms for the museum in collaboration with faculty/staff/students to communicate to audiences highlighting collections, exhibitions, research, and fieldwork to educate and engage audiences, encouraging greater visitor attendance, access to collections.

Required Qualifications*

This position requires an extremely high level of organizational skills and a high degree of confidentiality. Outstanding interpersonal as well as communication skills (written and verbal) are required. The applicant must be a fluid writer able to draft and edit multiple forms of documents for the Chair and Chief Administrator. The successful candidate will have the ability to work effectively with a diverse group of students, faculty, and staff and to handle sensitive and confidential materials and situations as well as value differences.

Required Skills

Communication Skills: Exceptional verbal and written communication abilities.
Organizational Skills: Expertise in managing multiple tasks and scheduling.
Technological Proficiency: Proficient in Microsoft Office, Google Workspace, and video conferencing tools.
Time Management: Strong ability to manage time effectively and meet deadlines.
Interpersonal Skills: Ability to engage well with a diverse range of individuals.
Self-Starter: Ability to set priorities, handle multiple tasks, and navigate changes efficiently.
Team Player: Works effectively in team environments, as well as independently with minimal supervision. Support for Museum Director, Associate Director, Chief Administrator, and the Administrative department
High level of proficiency with information technology applications including:
Calendar scheduling platforms
Spreadsheets
Microsoft Suite software
Adobe Acrobat
Google applications
Zoom

Desired Qualifications*

Education: A bachelor's degree or higher is desired.
Experience: At least five years of administrative support to an upper-level manager/executive, preferably in an academic setting.
Interest in DEIA: Demonstrated interest in Diversity, Equity, Inclusion, and Accessibility (DEIA) work.
Calendar Management: Expertise in managing calendars and coordinating meetings.
Project Management: Basic knowledge of project management and direct work experience in a project management capacity.
Adaptability: Willingness to adapt to changing priorities.
Project Management: Knowledge of project management tools and techniques.
Involvement in social media platform management in collaboration with Kelsey leadership and staff/students to support engagement with Kelsey audiences.

Demonstrated high level of:

Critical thinking
Problem solving
Decision making

Ability to:

Be a self-starter
Set priorities and handle multiple assignments and deadlines
Learn quickly and stay calm with concurrent tasks
Show evidence of successful adaptation to change
Display excellent judgment while operating professionally

Capability to:

Work successfully in a team environment
Work independently with minimal supervision
Identify opportunities for process improvements
Assume additional responsibilities

You Have:

At least three years of directly related executive administrative experience, supporting senior leaders or executives within an academic environment or equivalent experience.

Basic knowledge of project management tools and techniques.

Demonstrated ability to:

Maintain confidentiality
Exercise discretion in responding to requests for information
Possesses exceptional written skills and ability to work with all levels of members
Advanced skills and experience with email and calendar-keeping software and technologies
Must be a team player and excel in a collaborative 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 the work modes.

Additional Information

The salary range for this position is $56,000 to $70,000, please note a higher salary may be offered based on equity and the selected candidate's experience.

This is a hybrid position with 4 days in-person and the potential for one remote day per week.

This position is M-F 8am-5pm.

As one of the world's great liberal arts colleges, LSA pushes the boundaries of what is understood about the human experience and the natural world, and we foster the next generation of rigorous and empathetic thinkers, creators, and contributors to the state of Michigan, the nation, and the world.

To learn more about diversity, equity, and inclusion in LSA, please visit lsa.umich.edu/lsa/dei.

To learn more about LSA's Mission, Vision and Values, please visit lsa.umich.edu/strategicvision.

Background Screening

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.

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/AA Statement

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