Temporary Administrative Assistant

Temporary Administrative Assistant

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Job Summary

The Rackham Graduate School seeks a Temporary Administrative Assistant to serve as a member of the Michigan Society of Fellows team

The Michigan Society of Fellows, under the auspices of the Rackham Graduate School, is currently seeking a full-time, temporary Administrative Assistant to manage all administrative aspects of the program starting in November through early April 2027 (depending on satisfactory performance), working closely with and providing support to the Society?s faculty chair. The position will receive functional supervision and support from the Assistant Director for Professional Development and Engagement at Rackham as needed.

The Society selects six outstanding applicants annually for appointment to three-year fellowships in the humanities, the arts, the social, physical, and life sciences, and in the professional schools.

The newly appointed postdoctoral fellows join a unique interdisciplinary community composed of their peers as well as about thirty senior fellows of the Society, who include many of the University?s leading scholars. Over the past fifty years, alumni fellows of the Society have gone on to become distinguished scholars at institutions around the world. This position offers access to some of the most exciting new work in academia today.

While we seek a full-time temporary employee, arrangements could be made for a qualified part-time candidate.

Please note: This is a temporary position to provide support while a staff member is on a planned leave. For more information on the Michigan Society of Fellows, go to http://societyoffellows.umich.edu

PLEASE NOTE: Rackham is currently offering hybrid work schedules to staff, requiring 2-3 days per week on-site with the remaining time being remote. Two instances of work on Saturday for two workshops (November 14 and December 12) would be ideal, but is negotiable.

To learn more about the Rackham Graduate School visit https://rackham.umich.edu/

Responsibilities*

Job responsibilities include but are not limited to:

Central to this role is the ability to interpret policies and procedures and determine appropriate courses of action to ensure that the Michigan Society of Fellows is an example of excellence within the University community. The selected candidate will work closely with the Chair to contribute to the daily operations of the Society and its various activities.

Administrative responsibilities include:

• Managing the annual international fellowship competition, including:

• responding to applicant inquiries

• assisting applicants and recommenders with the application process

• managing a calendar for the selection process for Society members and University department chairs

• organizing applications and maintaining an applicant list

• coordinating and assigning the review of all applicants by Society members

• reviewing the scores of all applicants by Society members

• preparing the list of applicants being sent to the University department chairs for review and endorsement

• coordinating with University department chairs to confirm their commitment to potentially sponsoring a fellow and their endorsement of applicants for the fellowship

• preparing the list of applicants for the final review by senior fellows of the Society

• Maintaining updated lists of all University deans, directors, and department chairs in MCommunity

• Maintaining and updating all electronic files

• Maintaining clear and consistent communication with Society members about upcoming events, responsibilities, and more with monthly emails and additional correspondence, as needed

-Coordinating communications to Society members with the Chair

• Managing the senior fellow selection process, including:
• Coordinate the annual call for Senior Fellow nominations from deans, directors, department chairs, and current Society members
• Collect and compile all nomination materials and make them available to existing Senior Fellows
• Create separate Qualtrics surveys for Senior Fellows to vote on Senior Fellow nominees in each division
• Organize the selection meeting and prepare all relevant documents

Financial Responsibilities include:

• Monitoring and reconciling monthly statements of accounts
• Monitoring payroll to ensure junior fellows are paid accurately and resolving payroll issues as needed
• Reviewing and approving expenditures
• Maintaining records for junior fellows' research, travel, and relocation allowances
• Monitoring the budget in collaboration with Rackham Finance and Fellowships

Events planning responsibilities include:

Organizing (rsvp collection, ordering catering, preparing event materials, etc.), and attending monthly dinner research presentations and lunch colloquia

Organizing (rsvp collection, ordering catering, preparing event materials, etc.), meetings, manuscript workshops, and other programming for fellows as it arises

Other responsibilities include:

Create, oversee, and coordinate complex appointments in the Human Resources system (MPathways).

• Work closely with affiliated department chairs and staff in schools and colleges across campus where fellows also maintain appointments
• Prepare all necessary appointment forms
• Draft memorandums of understanding as needed
• Coordinate purchasing necessary office equipment and supplies
• Finalize and publish the winter newsletter to current and alumni members via Mailchimp
• Other duties as assigned

Development:

• Build, format, and schedule multi-touch email campaigns in support of Giving Blueday. Consult with the Rackham Communications Team and Development and Alumni Relations team as needed to prepare materials.
• Create and maintain the annual Giving Blueday campaign platform
• Monitor and report Giving Blueday engagement and results year-over-year, including open rates, click rates, funds raised, and match-program activity
• Coordinate match-program tracking and follow-up as applicable
• Attend regular meetings with the university-wide Giving Blueday team
• Update and send all donor acknowledgement communications for gifts received on behalf of MSF

ProQuest DDA:

• Organize review of finalists for the ProQuest Distinguished Dissertation Awards.
• Coordinate with the Dean?s Office and Rackham Alumni Relations to compile and provide timely, accurate information on ProQuest Distinguished Dissertation Award winners for announcements, outreach, and records.
• Manage annual ProQuest Distinguished Dissertation Award committee administration, including recruiting and confirming committee membership, maintaining updated rosters, drafting committee communications and invitations on behalf of the program Chair, and attending regular Rackham Honors and Awards committee meetings.

Please Note: Some flexibility of scheduled work hours is required, including evenings, on a prior scheduled basis.

Required Qualifications*

• Bachelor's in Business Administration or a related field and one year of general business experience; or an equivalent combination of education and experience with a minimum educational level of high school graduation and at least five years of responsible clerical or business office experience, including accounting and office management duties.
• Administrative support experience
• Excellent planning, organizational, and work coordination skills are necessary, including a positive, flexible attitude with excellent attention to detail and the ability to prioritize and meet deadlines in a timely manner
• Strong interpersonal skills, including the demonstrated ability to communicate effectively, both orally and in writing
• Ability to work collaboratively to plan, implement, and coordinate programs and events
• Demonstrated ability to exercise considerable respect, discretion, initiative and diplomacy in assisting people in matters of a sensitive and confidential nature
• Demonstrated organizational skills to plan, organize, and manage multiple tasks in a timely manner with excellent attention to detail and a high degree of accuracy
• Advanced knowledge of and demonstrated proficiency with Windows operating systems, MS Office Products (MS Word and Excel), Adobe Acrobat Pro, Google Tools (docs, sheets, forms, etc), and project management software (ClickUp, Asana, etc.)

Desired Qualifications*

• Ability to begin in mid-November, 2026 and continue through early April, 2027
• Familiarity with the MPathways HR and Financial systems
• Familiarity with University of Michigan policies and procedures

Modes of Work

Positions that are eligible for hybrid or mobile/remote work mode are at th