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 the following:
how you heard about this role
your specific interest in the position
your interest in working in the Digital Studies Institute
how your skills and experiences directly relate to this position
the value of a liberal arts education
Please upload your cover letter/resume in a .pdf format in order to assure that the document formatting is maintained.
The University of Michigan Digital Studies Institute (UMDSI) is a new interdisciplinary initiative serving as the nation's first one-stop shop for all things digital -- including digital media studies, digital humanities, digital teaching, digital art, digital production and design, and critical thinking about our digital future. UMDSI is a big tent that has always included practitioners, critics, theorists, and artists. We are also a national leader in the study of digital media and race, gender, and identity. Please go to our website – www.lsa.umich.edu/digitalstudies - to learn more.
We are seeking candidates who have an innovative approach to work; enjoy working in a fast-paced, evolving area; are comfortable taking action in a growing and changing workplace; and who will actively engage in a dynamic, high-performing, collegial team environment. Candidates must prize and work to further our desire for inclusivity. We are seeking an engaged and detail-oriented colleague who can partner UMDSI leadership in providing programming and operational coordination of this new unit.
The Operations Coordinator will coordinate the fast-paced, day-to-day work of the UMDSI office. They are a critical member of a dynamic team consisting of faculty, administrators, and students. This position oversees and efficient and organized office, provides highly responsible and skilled administrative support, and delivers top-quality event support. This position reports to the UMDSI Chief Administrator.
This position requires exercising a high level of initiative, discretion, and judgment regarding sensitive and confidential matters. The successful candidate is expected to carry out advanced, diversified, and confidential duties requiring broad and comprehensive past experience, a highly developed skill set, and knowledge of organizational policies and practices. Being proactive and an enthusiastic, welcoming, and cheerful personality is critical.
Job duties include, but are not limited to the following:
Office Coordination - Provide on-site leadership for the UMDSI. Develop operational policies and processes for the Institute. Hire, train, and supervise a team of operation/media assistants. Partner with LSA Finance to monitor the financial health of the Institute. Develop and manage equipment and facilities reservation system. Partner with LSA facilities and technology services staff to assure Institute space is maintained.
Communication Coordination – Oversee the UMDSI’s internal and external media projects. Develop and implement a plan to communicate a weekly bulletin of events to the DS community and bi-annual newsletters sharing news about the work of students, faculty, and alumni. Manage the UMDSI website including maintaining the faculty roster, web profiles, and write compelling news stories.
Executive Support - Provide support to the Faculty Director, Executive Director and Chief Administrator: compose and initiate original correspondence requiring interpretation of policies; prepare, edit and type confidential and sensitive reports and correspondence for the Faculty Director; screen and triage telephone calls, email, and visitors; handle both routine and complex inquiries from faculty, students, and staff; create travel itineraries and coordinate all travel-related arrangements; effectively maintain Faculty Director’s calendar and avoid conflicts in the schedule, coordinating meetings on his/her behalf; provide Faculty Director with daily and weekly overview of his/her calendar. Assist Faculty Chair with faculty service assignments – managing communication and dissemination of information. Coordinate, initiate, and track thank you letters from the Chair for donor gifts. Coordinate and send the annual solicitation letters to alumni and friends.
Meeting/Event Coordination - Prepare agendas and distribute executive committee, faculty, and advisory board meeting minutes; follow-up on discussions and/or directives in those minutes to see that appropriate action is initiated. Plan and coordinate meetings, receptions, programs and events including the use of facilities, services, catering, logistics/travel arrangements, publicity, and equipment.Assist visitors with travel arrangements, including hotel/flight/ground transportation reservations. Process honoraria payments.
Faculty Affairs - Develop and maintain a high level of understanding of all LSA procedures for faculty review and promotion. Manage and coordinate faculty promotion and tenure materials and processes. Coordinate third-year reviews for faculty. Oversee the lecturer review cycle for unionized faculty. Manage the review timeline and ensure that dossiers are submitted accurately and in a timely manner to the Digital Studies and LSA Executive Committees (and, when appropriate, other schools & colleges). Coordinate with curriculum team on faculty teaching availability.
Faculty Hiring - Develop and maintain a high level of understanding of all LSA procedures for faculty hiring and recruitment. Provide administrative support and coordinate faculty search process. Schedule, plan, and coordinate visits for faculty job candidates. Maintain applicant files. Prepare hiring files for College approval.
Perform other duties as assigned in order to support the goals and objectives of the department. Work as a team with highly-skilled staff in a fast-paced environment.
It is expected that the Operations Coordinator will participate in annual and monthly trainings/meetings to stay current on University and College policies and best practices, such as the LSA LCAP group, the Administrative Forum, and Academic Affairs training sessions.
This position requires an extremely high level of organizational skills and high degree of confidentiality. Outstanding interpersonal as well as communication skills (written and verbal) are required. The successful candidate will have the ability to work effectively and sensitively with a diverse group of students, faculty and staff and to handle sensitive and confidential materials and situations. We require a high level of proficiency with information technology applications including spreadsheets, word processing, and web management. We require a demonstrated high level of critical thinking, problem solving, and decision-making. The successful candidate must be a self-starter; have excellent organizational skills; be able to set priorities and handle multiple assignments and deadlines; learn quickly and stay calm in the face of concurrent tasks; and display excellent judgment while operating in a flexible and highly professional manner. We require all staff to have a demonstrated investment in issues of equity, access, and inclusion. The UMDSI depends on our staff to work successfully in a team environment as well as work independently with minimal supervision. A high degree of attention to detail and accuracy is a must. We are looking for someone who shows initiative; the desire to identify opportunities for changes to processes, procedures and duties; and a willingness to assume additional responsibilities. Lastly, the successful candidate will be required to occasionally flex their hours in order to attend evening events or to meet upcoming project deadlines.
A successful candidate will be proactive in all aspects of the position, be imaginative and think outside the box. A Bachelor’s degree is highly desired. High level of Microsoft Office proficiency and comfort with technology is a must.
Bachelor’s degree with experience at UM handling tenure and promotion cases as well as faculty recruitment. Working knowledge of LSA tenure and promotion policies and procedures. Experience working with LSA’s Management Reporting System (MRS). Experience working with collaborative file sharing. Experience with AEM website management. Experience with MPathways.
Due to the rapid growth of the UMDSI, this individual will need to be adaptable to change as it is expected this role will evolve to best serve the needs of the organization.
The salary range is $48,000- $61,000 *A higher salary may be offered based on equity and the selected candidate’s experience
The College of Literature, Science, and the Arts seeks to recruit and retain a diverse workforce as a reflection of our commitments to serve the diverse people of Michigan, fulfill the College’s Guiding Principles, and sustain the excellence of LSA.
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 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. The University of Michigan is committed to foster learning, creativity and productivity, and to support the vigorous exchange of ideas and information, not only in the classroom but in the workplace by:
Creating a work environment in which people treat each other with respect and dignity, regardless of roles, responsibilities or differences.
Providing support, direction and resources enabling us to accomplish the responsibilities of our jobs and to reach the goals that are set for professional and personal growth.
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.
The University of Michigan is an equal opportunity/affirmative action employer.
Internal Number: 176632
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.