Executive Assistant to Associate Vice President for Research - Innovation Partnerships and Econ[...]

Executive Assistant to Associate Vice President for Research - Innovation Partnerships and Economic Impact

A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position.

Scroll down to find the complete details of the job offer, including experience required and associated duties and tasks.

Job Summary

The University of Michigan is one of the world's most powerful engines for scholarly research, service, and impact. Sustaining and supporting the University's robust research enterprise is vital for maximizing innovation and economic development.

As a service and resource for innovative investigators interested in the commercialization of research, Innovation Partnerships is a unit of the Office of the Vice President for Research that plays a central role in helping to ensure that society realizes the benefits of the research conducted on campus.

Innovation Partnerships enhances research discoveries to encourage licensing and broad deployment with existing businesses and newly-formed U-M startups.

Innovation Partnerships has earned a reputation for performance among the top 10 of all universities through providing responsive, professional service to our inventors and industry partners.

Innovation Partnerships is seeking a highly responsible, self-motivated, detail-oriented Executive Assistant to join their team.

The Executive Assistant will work closely with the Associate Vice President for Research - Innovation Partnerships and Economic Impact, to anticipate, coordinate, and implement the administrative activities of the organization by performing highly responsible, diversified, and confidential administrative duties requiring broad and comprehensive experience, skill, and knowledge of the environment in which this office resides.

The Executive Assistant will support the Associate Vice President and will provide general administrative support to the Licensing Team within the office.

This will involve taking direction from multiple people while working autonomously and prioritizing a diverse workload. The position requires someone with a proactive mindset who can also respond to challenging situations with tact and diplomacy.

Due to the nature of this role, it is imperative that the incumbent maintains confidentiality, exercises appropriate judgment, and communicates effectively both orally and in writing.

Responsibilities*

The Executive Assistant will :

• Plan, coordinate and ensure the AVP's schedule is followed and respected.
• Work closely and effectively with the Associate Vice President to keep her well informed of upcoming commitments and responsibilities, following up appropriately and providing executive level support to meet deadlines and goals.
• Prioritize conflicting needs; handle matters expeditiously, proactively, and provide follow-through on projects to successful completion, often within the pressure of competing deadlines.
• Carry out the planning and execution of activities related to various groups, including the Innovation Partnerships National Advisory Board and the U-M Innovation & Entrepreneurship Roundtable.

Additional duties will include but are not limited to :

• Maintain calendars for multiple managers
• Arrange meetings with multiple attendees with challenging schedules and provide logistical support (agendas, AV, presentation slides, materials, meeting notes, etc.)
• Assist with human resource functions
• Attend meetings and create minutes as requested by the AVP
• Budget and administrative tasks including coordination and management of special projects and events as assigned by the AVP
• Perform day to day office support through greeting visitors and triage of inquiries handling incoming and outgoing mail;

screening incoming phone calls; initiating and preparing routine correspondence including email correspondence; proofreading, editing and formatting written materials

• Manage financial tasks including review of invoices and processing for payment coordinating travel arrangements and preparing itineraries for the AVP;
• processing travel reimbursements for the AVP and members of the Licensing team; reconciling P-Card for the AVP and members of the Licensing team;

and coordinating arrangements and schedules for other visitors

• Provide back-up support to other personnel in Innovation Partnerships occasionally as needed
• Provide support for the office's signature events, such as Celebrate Invention
• Other duties as assigned

Required Qualifications*

• Requires a Bachelor's degree or an equivalent combination of education and experience.
• Proven ability to pay attention to details and produce accurate work.
• Demonstrated ability to create and edit clear communications with excellent grammar and spelling.
• Possess advanced level computer skills, including Excel, MS Word, PowerPoint, and Adobe Acrobat. Considerable knowledge of and ability to use advanced business software and computer applications.
• Demonstrated ability to manage multiple assignments and projects from different supervisors with competing priorities and deadlines.
• Demonstrated commitment to outstanding customer service.
• Proven ability to independently problem solve.
• Strong interpersonal skills with ability to communicate effectively with internal and external stakeholders at all levels in the organization.
• Ability and willingness to serve diverse populations independently, as well as, part of a team.
• High degree of professionalism and ability to handle matters discreetly, effectively, and timely. Must be proven self-starter with strong initiative and sound judgment
• Ability to tactfully and diplomatically interact with all levels of personnel, from entry-level employees to senior management and executive officers.
• Demonstrated ability to take initiative.

Desired Qualifications*

Experience working in an executive office, preferably in an academic or research setting. Minimum of five years executive assistant experience.

Considerable progressively responsible administrative support experience.

• Familiarity with U-M policies and procedures.
• Experience with Chrome River and M-Pathways.
• Familiarity with database management.
• Familiarity with interactive scheduling and polling tools.

U-M EEO / AA Statement

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

252598

Working Title

J-18808-Ljbffr