Temporary Administrative Assistant

University of Michigan; Ann Arbor (MI); Hybrid; USD 25,000 - 33,000; Full time

Benefits offered by this job

Hybrid work schedule

Job summary

University of Michigan's Rackham Graduate School seeks a Temporary Administrative Assistant to support the Michigan Society of Fellows (MSF) team. The role focuses on managing daily administrative tasks, coordinating the selection process, and ensuring smooth operations with faculty chairs and senior fellows.

The position runs from November through early April 2027, with potential for part-time arrangement. Hybrid work is available, requiring 2–3 days on-site and remote work otherwise.

Qualifications

• Bachelor's in Business Administration or related field required.
• Minimum one year of general office or administrative experience.
• Strong planning, organizational, and coordination skills.
• Excellent written and verbal communication; discretion and diplomacy essential.
• Ability to work collaboratively to support a university program.

Responsibilities

• Respond to applicant inquiries and assist applicants and recommenders with the process.
• Manage calendars for the selection process and for chairs.
• Maintain and update applicant lists and материалы in electronic systems.
• Coordinate review processes, track scores, and prepare documents for review.
• Maintain lists of deans, directors, chairs, and other university offices in MCommunity.
• Prepare routine communications and manage project-related tasks and events.

Skills

Administrative support

Planning & organization

Interpersonal communication

Collaborative work

Discretion & diplomacy

Multitasking

Education

Bachelor's in Business Administration or related field

High school diploma or equivalent

Tools

Windows

MS Office (Word, Excel)

Adobe Acrobat Pro

Google Tools (Docs, Sheets, Forms)

Project management software (ClickUp, Asana)

Job description

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

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/

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

• 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 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.

Application Deadline

Job openings are posted for a minimum of seven calendar days. This job may be removed from posting boards and filled any time after the minimum posting period has ended.

U-M EEO Statement

The University of Michigan is an Equal Opportunity Employer. We are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants, including protected veterans and individuals with disabilities.