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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.

Job Summary

The Department of Physics is seeking an undergraduate program coordinator to join our four-member student services team. We are a collaborative group that builds on each other’s strengths and creativity to move our department—especially our students—forward.

The core responsibilities of this position are based in curriculum planning and enrollment management, but the undergraduate program coordinator position also provides basic advising service and supports a variety of programs and processes related to undergraduate students—both declared physics students and the thousands of students in other majors who take our introductory course sequences each semester. It is a role that supports both currently enrolled students and Physics faculty members, foremost. Additionally, the undergraduate program coordinator interfaces with and provides service to prospective students, parents and community members, non-departmental faculty members, and staff members from across the University.  

Please visit the Physics website at www.lsa.umich.edu/physics for additional information about our department.  

Responsibilities*

Key responsibilities include, but are not limited to:

Curriculum Planning and Enrollment Management

In conjunction with the student services manager and associate chair for undergraduate studies, manage all administrative aspects of undergraduate and graduate curricula and enrollment, including: collect and organize faculty teaching preferences and enter the online time schedule; track and monitor enrollment data and trends, use enrollment data to make recommendations for shifts (opening or closing sections) to manager and chair; maintain accurate related records. Maintain Physics content on LSA Course Guide, Syllabi Archive, and LSA Academics and Requirements web publications. Manage Course Approval Request Form submission process for any curriculum changes requested by associate chair. Coordinate textbook information for each term; serve as the department’s primary grade coordinator. Order, collect, and archive teaching evaluations each semester.

Program Coordination

Manage all administrative aspects of the Physics honors program, including creating--in consultation with faculty leadership--structure and documentation for students and mentors. Assist in the honors society selection process. Process new major and minor declarations. In conjunction with faculty advisors, enter exceptions to degree requirements. Manage requests for independent research study courses. Hire learning assistants and graders for undergraduate and some graduate courses. Communicate relevant departmental information to undergraduate majors. Manage logistics of meetings for and contribute ideas to the physics curriculum committee. Manage transfer credit evaluation requests. Maintain and update content on department’s undergraduate web pages. Manage logistical aspects of getting 20-30 individuals per year through the department’s CERN REU program. Process REU stipends for all REU participants through the student financial aid system.

Advising Support

Provide complete answers to basic advising questions from current and prospective students, parents, faculty, and staff. Maintain departmental advising calendar and manage appointment availability. Main point of contact for prospective students and their families, providing information, including department tours, as needed. Support departmental undergraduate mentoring initiatives. Participate in ongoing conversations about continuously improving our advising services and better supporting our faculty advisors.

Event Planning

Plan, coordinate, and execute all aspects of the following departmental events: annual undergraduate graduation recognition program; honors induction; participation in the annual LSA major/minor expo;  and 1-2 programs per semester that achieve academic, career, or social learning outcomes for undergraduate majors. For the graduation program, this also includes award calls and marketing, managing selection process by faculty, notifying awardees, and keeping a history of award winners. Ensure that all events and program are delivered in a way that is accessible and inclusive.
 

General Office Support

Primary contact for room scheduling. Answer questions and address concerns of students, faculty, staff, and community members who enter the student services space. Primary manager of email traffic to a shared inbox.   Provide back-up staffing support to introductory course coordinator, as needed.

Work collaboratively with three additional student services staff members to provide seamless, extraordinarily effective, and upbeat customer service to students¸ faculty members, and staff who visit the student services office. Contribute to the University, LSA, and the Department of Physics initiatives to promote inclusion, diversity, and equity on campus.

Required Qualifications*

High school education or equivalent is required. At least two years of administrative experience. Ability to work independently and as a member of a team. Mastery of high quality customer service skills. Ability to produce highly accurate work and attend to details. Solid decision-making skills and the ability to handle sensitive information and situations responsibly.  Demonstrated excellence in verbal and written communication. Ability to prioritize multiple projects simultaneously and successfully meet deadlines.  Effective interpersonal communication skills. Computer competency for formatted documents, spreadsheets, databases, and data retrieval. Competency using M-Pathways or equivalent software for student administration functions.

The Physics Department depends on our staff to work successfully in a team environment, as well as work independently, sometimes with minimal supervision. We are looking for candidates who take initiative and have the ability to imagine better ways of organizing information and supporting students through administrative processes and programming.  An interest in a career in student services and higher education is expected, as is an inclusive and positive perspective on the Michigan undergraduate experience. Comfort with cultural difference is essential. A successful candidate will be a creative and critical thinker. They will be comfortable with constructive feedback and change, and have an eye for process improvement.

Desired Qualifications*

Bachelor’s degree is strongly desired. Knowledge of U-M and LSA policies and procedures; experience working in an academic department in collaboration with faculty administrators.

Additional Information

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.  

Background Screening

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 will be performed in compliance with the Fair Credit Reporting Act.

Mission Statement

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.

Application Deadline

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

U-M EEO/AA Statement

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