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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

 

Department Summary

The Dean of Students Office promotes student development and enhances the experience of undergraduate and graduate students through programs, services, partnerships/connections, and policy development that promote an inclusive campus climate and facilitate the successful navigation of campus life. 

The core work of the Dean of Students Office includes promoting a safe and respectful campus community, enhancing students’ Michigan experience, providing support services and managing critical incidents impacting students and the campus community, and recognizing and responding to the emerging needs within the student population.

Job Summary

The Dean of Students Office is seeking a full-time receptionist/administrative assistant who will provide a professional welcoming atmosphere at the front desk of the Dean of Students Office as well as administrative support to the DOS staff.    

Responsibilities*

Provide general receptionist duties for the Dean of Students Office (DOS) in the Tappan Street Auxiliary Building (20%)

  • Welcome visitors to the Dean of Students Office (DOS)
  • Greet students and the general public seeking to meet with Dean of Students staff members
  • Remain abreast of emergent campus issues in order to answer routine questions
  • Coordinate hiring of student staff for the DOS front desk
  • Coordinate training and provide on-going supervision to student staff at the DOS front desk
  • Schedule student staff for the DOS front desk
  • Answer questions from professional and student staff as necessary

Provide administrative support to the Associate Dean and other professional staff in the office and the rotating on-call staff members (15%)

  • Schedule Dean’s Behavioral Intervention Team (DBIT) and Health Advisory Team (HAT) meetings
  • Schedule meetings and make room reservations as necessary
  • Prepare materials for trainings
  • Coordinate travel for professional staff, including making reservations and transportation arrangements
  • Provide administrative support for various staff searches
  • Conduct research into programs and practices at other institutions as requested

Provide administrative support to the critical incident functional work of the Dean of Students Office (15%)

  • Process emergency funding requests (requires immediate response and processing)
  • Reserve emergency housing at local hotels as necessary
  • Assist with electronic distribution of student survey on behalf of DOS
  • Assist with Campus Memorial preparations, coordination of parent visits for deceased students, and other individual memorial and special event support
  • Coordinate parent visits for students with medical and other emergencies as necessary

Parents & Family Weekend Support (15%)

  • Answer phone calls and emails from staff, students, other campus partners, parents and families about Parents & Family Weekend
  • Review print and web materials; assist in maintaining updated FAQs and website content
  • Respond to inquiries from campus partners about Parents & Family Weekend events
  • Manage parent/family and student data for electronic invitation distribution
  • Provide general administrative support to Parents & Family Weekend operations, including direct logistical assistance prior to and during Parents & Family Weekend

     

Beyond the Diag Support (15%)

  • Serve as a point of contact for students seeking off-campus housing assistance
  • Serve as a point of contact for property managers inquiring about the off-campus listing service 
  • Provide assistance to international and transfer students seeking housing
  • Assist with off-campus housing fair planning and logistics
  • Manage procurement process for printing orders of Off-Campus Living Guides and advertising inserts, sample leases, inventory checklists, canvassing and other materials
  • Coordinate and gather materials for canvassing
  • Assist with electronic distribution of monthly newsletter to off-campus students
     

Bias Response Support (5%)

  • Serve as administrative support to Bias Response Coordinators
  • Prepare Expect Respect materials and distribute materials to campus partners as necessary
  • Assist the Bias Response Coordinator in compiling annual report on bias response work

     

Respondent Support Program Support (5%)

  • Provide administrative assistance to the Assistant Dean of Students in support of the Respondent Support Team
  • Prepare respondent support materials and distribute materials to campus partners
  • Assist the Assistant Dean of Students in compiling annual reports on respondent support services

 

General Administrative Duties (10%)

  • Monitor and respond to emails sent to the general Dean of Students email account
  • Assist in hiring and onboarding professional and new student staff
  • Provide budgetary assistance including tracking expenditures, reconciling p-cards, submitting reimbursement requests, and other functions as necessary
  • Monitor, stock, and order supplies for the office
  • Submit and monitor maintenance requests for office suite
  • Monitor office machine maintenance and serve as point of contact for service
  • Update/edit DOS information for annual publications and general materials
  • Review publications, relevant stories, accolades, etc. of U-M students
  • Serve on Student Life Key Administrators team on behalf of the Dean of Students Office
  • Coordinate and/or assist with the management of other special projects as necessary

Required Qualifications*

  • High school diploma
  • 2-3 years previous clerical/secretary experience
  • Experience with Google mail and calendars

Desired Qualifications*

  • Bachelor’s degree
  • Experience working in a higher education or school setting
  • Familiarity with UM policies, procedures, and organizational structure

Additional Information

PLEASE NOTE:  Relocation will not be offered for this position.

This role may have reporting obligations under Title IX and Clery.

Position Criteria:

  • Proficient with Microsoft Office Suite

Ability to:

  • Manage multiple and competing priorities
  • Thrive in a diverse, fast-paced student affairs office responsible for responding to emergent needs and issues

 Working conditions

This position work schedule is Monday-Friday, 8:00 am – 5:00 pm.

Physical requirements

This position requires the ability to travel to various campus locations to deliver materials and provide event support. The person in this position may need to lift items weighing up to twenty-five (25) pounds, etc.

The person in this position routinely moves through the facility to attend meetings/events and access files or information.

Direct reports

Provides functional supervision to student support staff.

 

 

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U-M EEO/AA Statement

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