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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 a graduate 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. Our 150-student doctoral program is one of the best in the country and our students come from a variety of geographic locations and educational backgrounds. The graduate program coordinator is the primary contact for and oversees the day-to-day work of this program, as well as provides departmental leadership with direction on strategic planning and programming to engage and support our students.

Please visit the Physics website at for additional information about our department. 


Key responsibilities include, but are not limited to:

Program Administration

Serve as primary contact for the doctoral program in physics. Engage with associate chair for graduate studies, student services manager, and other departmental leaders to plan and execute initiatives for program improvement. Interpret and explain related policies and procedures to current and prospective students, staff, and faculty. Support students as they pass milestones such as qualifying exams and advancing to candidacy. Track student milestones, progress to degree, and other relevant data. As needed, collect and report data on student demographics, enrollment, and job placement for reporting to internal and external organizations and for benchmarking analysis. Serve as primary unit liaison to Rackham Graduate School. Fully responsible for coordinating the onboarding and orientation of incoming students, including new student orientation and required English language exams for international students. Proactively support departmental and interdepartmental student organizations. Organize and deliver ad-hoc programming. Maintain and update graduate program website content.

Student Funding Plans

Collect, organize, and manage information regarding student funding models and individual funding plans.  This includes frequent and iterative communication with students, Physics faculty, and faculty and staff from other units. Work with LSA HR to appoint all GSIs and GSRAs. Produce all GEO offer letters and fraction calculations (in regular consultation with faculty instructors and student services manager) and maintain a system for archiving them. Assist the student services manager and faculty leadership to advertise and fill GSI positions. Track all students’ funding plans and actual funding support used to assist student services manager in creating spending predictions. Independently responsible for ensuring continuous health insurance (GradCare) coverage for all students and supporting students with questions about their insurance coverage. Work with LSA Transaction Team (HR) to make sure all GSI and GSRA appointments are consistently accurate.

Admissions and Recruitment

Coordinate all aspects of the doctoral admissions process. Provide main point of administrative contact for prospective applicants, current applicants, and admitted prospective students. Disseminate information about the application and admissions process to the faculty admissions committee. Manage a pool of around 650 applications via ITS’s Online Application Evaluation system, including access for faculty on the admissions committee, queries on in-progress and completed applications, and admissions decision codes. In conjunction with the associate chair for graduate studies and student services manager, communicate with applicants about admissions decisions and financial packages. Organize all logistics of two recruiting events: 1) a two-day preview visit for 8-12 students in mid-fall and 2) a three-day recruiting visit to campus for 50-60 admitted doctoral students each spring. These logistics include arranging for accommodations, meals, air and ground travel, event itinerary and faculty-student meetings. Maintain active relationship with Rackham admissions liaison. Actively promote and work to facilitate the department’s long-range plan to recruit a broader diversity of students. Collaborate with and support graduate chair in utilizing the Rackham Science Award as a recruiting tool. Back-up support for logistics on recruitment travel for faculty members and current students.

Awards and Fellowships

Serve as primary financial aid contact in the student services office (for both graduate students and occasional undergraduate awards). Process all departmental awards and fellowships via the M-Pathways Student Financials interface.  Fully responsible for all aspects of competitive awards and fellowships in graduate programs, including, but not limited to, any and all Rackham awards for which our doctoral students wish to and regularly apply, especially those for which departmental nomination is required. This responsibility includes proactively sending calls and reminders for the awards to the students, collecting and tracking application material, disseminating application materials to faculty selection committee members, facilitating selection committee members’ process and decisions, communicating the results of award decisions to students, ensuring that awards have been processed and disbursed, keeping a history of award winners. 


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*

Associates degree or equivalent combination of related education and experience; at least four years of progressively responsible administrative work experience or equivalent; 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; experience with software programs related to 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. 

Desired Qualifications*

Bachelor’s degree is strongly desired. A Master’s degree in higher education or college student personnel administration (or similar, equivalent coursework) is a plus. Knowledge of U-M, LSA, and Rackham policies and procedures; competency using M­ Pathways or equivalent software for financial and HR functions; experience using LSA’s Management Reporting System and/or BusinessObjects; familiarity with the Family Educational Rights and Privacy Act (FERPA); experience working in an academic department in collaboration with faculty administrators. 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.

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.