This position provides general administrative and programmatic support to the department’s graduate and undergraduate programs. This includes responding with accurate and timely information to students, faculty, and staff in Civil Engineering, Environmental Engineering, and programs in Sustainable Engineering. Please provide a cover letter as the first page of your resume explaining how you meet our qualifications.
- Work closely with the Student Administration Manager and Graduate Committee Chair to move through the stages of the admissions process from application to matriculation
- Collect prospective student information from various sources including the College of Engineering; send recruitment emails to such lists.
- Answer prospective students’ questions
- Update UGRAB application site as materials are received
- Contact applicants with partially completed applications to encourage them to complete the application process
- Process admissions decisions and send offer letters
- Maintain confidential files for all graduate students
25% Program Support
- Process administrative forms for Master’s and Ph.D. students
- Coordinate Preliminary Exam and Research Proposal Exam processes for Ph.D. students
- Support Graduate Student Advisory Council
- Oversee graduate student professional development activities
- Maintain graduate student email groups
- Collaborate with Rackham as needed to submit forms, clarify policies
- Anticipate needs of the students and faculty, such as FAQs, appointment timelines, evaluation tracking, etc.
- Monitor OPT status for students and assist them with issues related to visa status
- Identify and promote resources and support services to students and faculty
- Business Objects reports and general data mining as needed
- Organize graduate student orientation sessions, mentoring program, training sessions, and other events
- Organize recruitment weekend, commencement reception, welcome events, awards luncheon, dissertation defenses and other events as needed
- Schedule rooms, speakers, catering, etc.
- Create itineraries, flyers, email reminders and other forms of communication
- Collaborate with various committees, other departments and coworkers to plan successful events
- Serve as backup for reserving classrooms and conference rooms
- Resolve registration issues with students and issuing electronic permissions as needed
- Business Objects reports and general data mining as needed
10% Maintain the student services areas of the website, bulletin boards, and departmental flyers
- Create event and dissertation flyers
- Maintain incoming graduate student Google site and current graduate student handbook
- Develop undergraduate student Google site; work with appropriate staff and faculty to develop undergraduate handbook
- Work with appropriate committees and staff to create and distribute marketing materials
- Serve as back-up for CEE Student Services websites editing
10% HR & Financials
- Run HR reports related to graduate student appointments
- Fellowship award entry for graduate students
- Serve as back-up for entering graduate student appointments
- Answer student inquiries regarding funding
- Participate in staff development training sessions, faculty/staff meetings, and other venues for learning and sharing information; may facilitate training sessions (e.g., new hires, new processes) within CEE
- Develop metrics to measure the success of the unit (admissions, recruiting, events, special programs, etc.)
- Build rapport with students, faculty, staff, and prospective students; gain the trust of faculty
- Positively influence colleagues by utilizing respect for others, listening skills, good communication, accurate knowledge of the facts, and a strategic view of Student Services
- Collaborate and network with others in similar roles within CoE and U-M to learn and share best practices for efficiency, effectiveness, reducing liability, etc.
- Capture policies, procedures and processes in writing to share with faculty, staff, students, new hires, colleagues, etc. to improve consistency/transparency of practices, train new faculty/staff, cross-training within our department
- Follow and add to monthly list of tasks to manage competing priorities and plan well in advance for larger projects
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.
The successful candidate must:
- Hold a high school degree and a minimum of 5 years’ related work experience
- Have demonstrated ability to work successfully in a team environment as well as work independently with minimal supervision
- Possess a high level of proficiency with information technology applications including MS-Office (spreadsheets, word processing, calendars), and web management (Front Page, Dreamweaver, etc.)
- Be a self-starter and demonstrate initiative
- Possess excellent organizational skills
- Possess excellent communication skills, including listening and the ability to follow directions
- Have demonstrated a high level of critical thinking, problem solving, and decision-making
- Be able to set priorities and handle multiple assignments and deadlines
- Learn quickly and stay calm in the face of concurrent tasks with competing deadlines
- Display excellent judgment while operating in a flexible and highly professional manner
- Be capable of performing with a high degree of attention to detail and accuracy
- Show the desire/ability to identify opportunities for streamlining processes, procedures and duties
- Be flexible to occasionally adjust hours to host and/or attend student events
- Bachelor’s degree
- Reasonable knowledge of UM policies and procedures, particularly relating to Student Services, Human Resources and FERPA regulations
- Experience working in a higher education setting for at least 4 years
- Interest in student development and college academic affairs
- Experience with the University’s student services modules of M-Pathways
- Experience with the ApplyWeb program
Michigan Engineering’s vision is to be the world’s preeminent college of engineering serving the common good. This global outlook, leadership focus and service commitment permeate our culture. Our vision is supported by a mission and values that, together, provide the framework for all that we do. Information about our vision, mission and values can be found at: http://strategicvision.engin.umich.edu/.
The University of Michigan has a storied legacy of commitment to Diversity, Equity and Inclusion (DEI). The Michigan Engineering component of the University’s comprehensive, five-year, DEI strategic plan—along with updates on our programs and resources dedicated to ensuring a welcoming, fair and inclusive environment—can be found at: http://www.engin.umich.edu/college/about/diversity.
U-M EEO/AA Statement
The University of Michigan is an equal opportunity/affirmative action employer.