Executive Assistant
Job Description
Job Summary
The Office of Budget and Planning (OBP) seeks a highly skilled, detail-oriented, and proactive administrative professional to support the University's annual budget cycle and provide high-level administrative coordination and support to the Executive Director. This role is ideal for a collaborative problem-solver who thrives in a fast-paced environment, values precision, and enjoys serving as a central hub of communication among leadership, campus partners, and internal teams.
The position blends budget process coordination (65%) with administrative and operational support (35%), contributing directly to the effectiveness of Office of Budget & Planning leadership, the Provost's Office, and multiple university stakeholders.
Responsibilities*
Budget Process Support - 65%
Serve as a key partner in the University's annual budget cycle, ensuring accuracy, timely communication, and seamless coordination across units. Manage the scheduling of all annual budget meetings and quarterly fiscal update meetings, supporting top executives throughout the process.
Draft and disseminate official communications from the Senior Vice Provost for Academic and Budgetary Affairs and the Provost, including requests for budget materials and the distribution of finalized budget documents.
Provide comprehensive support and coordination of all aspects of the annual budget process. Distribute, collect, track, organize, and maintain all budget submissions and supporting materials, ensuring that documentation is complete, accessible, and prepared for seamless internal review and analysis.
Act as OBP's primary liaison to Executive Assistants across the Provost's Office. Collaborate to create the annual budget timeline and coordinate executive-level meeting schedules for the Provost, Senior Vice Provost, Vice Provosts, and Associate Vice Provosts. Present key timelines and process updates at the annual Budget Kick-Off Meeting with Executive Assistants.
Process, track, and electronically file invoices for both the Provost's Office and the Office of Budget and Planning, including payments, gift reporting, and coordination with Shared Services for timely resolution. Respond to inquiries from Provost's Office staff regarding payments, documentation, and process questions.
Create journal entries to transfer funds to units across campus and update financial records in the commitment database. Manage commitments for faculty professional development awards and others as assigned.
Maintain and update electronically both historical and current budget files, ensuring accuracy, consistency, and timely revisions to support financial planning and reporting activities. Coordinate the year-end transfer of official budget and institutional research records to the Bentley Historical Library, ensuring proper retention and institutional continuity.
Schedule and support quarterly meetings for the Academic Affairs - Budget Administrators' Group (AA-BAG).
Administrative Support - 35%
Provide high-level executive support to the Associate Vice Provost for Academic and Budgetary Affairs and Executive Director, as well as other OBP leadership. This includes complex calendar management, travel planning, project coordination, and forward-thinking administrative support while anticipating needs and ensuring seamless operations.
Oversee general office operations, including travel arrangements, expense reconciliation, facilities work orders, technology refreshes, and supply procurement. Process and track financial transactions related to P-Card reconciliation, purchase orders and reimbursements.
Lead event coordination for office gatherings such as the annual retreat, welcome and retirement events, holiday celebrations, and team meetings. Support virtual and in-person meeting logistics, including agenda preparation, scheduling and follow-up on action items.
Support HR processes by assisting with merit cycle preparation, job postings, candidate scheduling, reference check coordination, and onboarding of new team members.
Partner with the Institutional Research team to assist with data verification for state reporting and other institutional projects.
Required Qualifications*
- Bachelor's degree or an equivalent combination of education and experience
- Minimum of 4 years' experience providing high-level support to executive or senior-level leaders
- Advanced proficiency with Microsoft Office Suite, Adobe Acrobat, Dropbox, Zoom, and Google collaboration tools
- Exceptional communication skills across written, verbal, digital, and interpersonal mediums
- Demonstrated ability to work with accuracy, confidentiality, and professionalism in a dynamic 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.
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 Statement
The University of Michigan is an equal employment opportunity employer.
Job Summary
The Office of Budget and Planning (OBP) seeks a highly skilled, detail-oriented, and proactive administrative professional to support the University's annual budget cycle and provide high-level administrative coordination and support to the Executive Director. This role is ideal for a collaborative problem-solver who thrives in a fast-paced environment, values precision, and enjoys serving as a central hub of communication among leadership, campus partners, and internal teams.
The position blends budget process coordination (65%) with administrative and operational support (35%), contributing directly to the effectiveness of Office of Budget & Planning leadership, the Provost's Office, and multiple university stakeholders.
Responsibilities*
Budget Process Support - 65%
Serve as a key partner in the University's annual budget cycle, ensuring accuracy, timely communication, and seamless coordination across units. Manage the scheduling of all annual budget meetings and quarterly fiscal update meetings, supporting top executives throughout the process.
Draft and disseminate official communications from the Senior Vice Provost for Academic and Budgetary Affairs and the Provost, including requests for budget materials and the distribution of finalized budget documents.
Provide comprehensive support and coordination of all aspects of the annual budget process. Distribute, collect, track, organize, and maintain all budget submissions and supporting materials, ensuring that documentation is complete, accessible, and prepared for seamless internal review and analysis.
Act as OBP's primary liaison to Executive Assistants across the Provost's Office. Collaborate to create the annual budget timeline and coordinate executive-level meeting schedules for the Provost, Senior Vice Provost, Vice Provosts, and Associate Vice Provosts. Present key timelines and process updates at the annual Budget Kick-Off Meeting with Executive Assistants.
Process, track, and electronically file invoices for both the Provost's Office and the Office of Budget and Planning, including payments, gift reporting, and coordination with Shared Services for timely resolution. Respond to inquiries from Provost's Office staff regarding payments, documentation, and process questions.
Create journal entries to transfer funds to units across campus and update financial records in the commitment database. Manage commitments for faculty professional development awards and others as assigned.
Maintain and update electronically both historical and current budget files, ensuring accuracy, consistency, and timely revisions to support financial planning and reporting activities. Coordinate the year-end transfer of official budget and institutional research records to the Bentley Historical Library, ensuring proper retention and institutional continuity.
Schedule and support quarterly meetings for the Academic Affairs - Budget Administrators' Group (AA-BAG).
Administrative Support - 35%
Provide high-level executive support to the Associate Vice Provost for Academic and Budgetary Affairs and Executive Director, as well as other OBP leadership. This includes complex calendar management, travel planning, project coordination, and forward-thinking administrative support while anticipating needs and ensuring seamless operations.
Oversee general office operations, including travel arrangements, expense reconciliation, facilities work orders, technology refreshes, and supply procurement. Process and track financial transactions related to P-Card reconciliation, purchase orders and reimbursements.
Lead event coordination for office gatherings such as the annual retreat, welcome and retirement events, holiday celebrations, and team meetings. Support virtual and in-person meeting logistics, including agenda preparation, scheduling and follow-up on action items.
Support HR processes by assisting with merit cycle preparation, job postings, candidate scheduling, reference check coordination, and onboarding of new team members.
Partner with the Institutional Research team to assist with data verification for state reporting and other institutional projects.
Required Qualifications*
- Bachelor's degree or an equivalent combination of education and experience
- Minimum of 4 years' experience providing high-level support to executive or senior-level leaders
- Advanced proficiency with Microsoft Office Suite, Adobe Acrobat, Dropbox, Zoom, and Google collaboration tools
- Exceptional communication skills across written, verbal, digital, and interpersonal mediums
- Demonstrated ability to work with accuracy, confidentiality, and professionalism in a dynamic 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.
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 Statement
The University of Michigan is an equal employment opportunity employer.
About University of Michigan
Why Work at Michigan?
Being part of something greater, of serving a larger mission of discovery and care — that's the heart of what drives people to work at Michigan. In some way, great or small, every person here helps to advance this world-class institution. It's adding a purpose to your profession. Work at Michigan and become a victor for the greater good.
Workplace Culture
The University of Michigan is committed to establishing, supporting and maintaining a culture where all members of the U-M community feel safe and supported.
Our Values
- Values guide our choices and actions. From how we hire and promote, make decisions, educate, conduct research, provide care, and treat one another. We strive to ensure the following values reflect who we are and what we stand for.
- Integrity - We act with honesty and take responsibility for our actions.
- Respect - We act in a way that acknowledges the humanity and contributions of each individual.
- Inclusion- We create an environment where all can participate, are invited to contribute, and have a sense of belonging.
- Equity - We create conditions that provide everyone an opportunity to thrive.
- Diversity - We welcome, acknowledge and appreciate our similarities and differences.
- Innovation - We promote creativity and curiosity to tackle challenges and inspire new ideas.
More about Working at U-M
- Our commitment to campus culture
- Our commitment to faculty and staff well-being
- Our commitment to employee engagement
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