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How to Apply

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

This position serves as the student services and program assistant for the LSA Applied Physics Program.  The target salary range is $38,000-$43,000.  The actual salary offered may be higher based on the qualifications and experience of the selected candidate.

Responsibilities*

Administrative support: Serve as assistant to the Director and support to the Program Administrator; schedule appointments, make travel arrangements. Provide receptionist and clerical support; answer phones, route calls/messages, pick up and distribute mail, packages, faxes, file, copy, set up conference calls; schedule conference rooms; maintain office equipment, records and schedules; maintain bulletin boards; deliver program packages on campus. Order office supplies, water, tea and coffee and maintain stock. Order equipment, toners for copier and printers. Compile receipts for reconciliation; track orders, pick up supplies. Provide travel and hosting support and maintain and reconcile P Card and Concur reports. Assist in the preparation of reports and publications. Assist in event planning. Miscellaneous tasks as needed. Maintain program Facebook and update website.

Student Services: Assist in supporting Applied Physics student success: respond to all inquiries, schedule advising appointments; coordinate and schedule Qualifying Exams; assist with annual Program Evaluations (send, compile, send determination emails and file evaluation and emails);   Assist with external graduate program surveys (NSF, Rackham, Peterson and others); coordinate weekly seminars (schedule room, order and serve food,  set up/clean up, take attendance, direct and guide speakers and set up presentation equipment). Assist new students with office assignments, switching offices, moving, office set up (facilities) and mail boxes, office keys, course registration, obtaining M-Card, parking. Take photographs for website and upload. Order business cards. 

Recruiting: Attend conferences, visit universities, colleges and recruiting fairs representing the Applied Physics Program; communicate and disseminate program information to positively influence prospective students to apply; write and design brochures and t-shirts, hoodies and jackets (Applied Physics swag); email and mail recruiting materials; provide on-site recruitment support to include the scheduling of travel, airport shuttles, hotel, meals, faculty and student appointments, provide schedules, rent vans and coordinate transportation for prospective students; shuttle and escort guests; give tour of campus and Ann Arbor; organize evening gatherings; process travel expense reimbursements.

Admissions: Respond to all inquiries; direct prospective students to the online application and assist with questions; process online applications, assign roles and send to Executive  Committee and give permissions; maintain shadow system; prepare reports for Executive  Committee &, Academic Progress Committee. Assist at admissions meetings, send admission letters, file in prospective student/student files.

Facilities:  Coordinate the delivery and or moving of furniture, enter maintenance requests.

Finance: Process and reconcile P Card, complete reports in a timely manner, reconcile and complete Concur reports.

Required Qualifications*

Requires two - four years of progressively responsible administrative or student services work experience or equivalent; ability to work as a member of a team; mastery of high quality customer service skills; excellent interpersonal skills; the ability to work with a diverse group of customers, and demonstrated competence in all varieties of communication;  ability to produce accurate work and attention to detail; ability to prioritize multiple projects simultaneously and successfully meet deadlines; proficiency with Microsoft Office Suite products.

Desired Qualifications*

Bachelor's degree; knowledge of UM and LSA policies & procedures; knowledge of Wolverine Access, Google Docs & Calendar

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.