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A brief cover letter is required for consideration and should be attached as the first page of your resume.  This cover letter should be 500 words or less and focus on one aspect of what draws you to this job.

Note: This is a part-time (20 hours per week), 1 year term-limited position with benefits.  Salary listed is the full-time rate.  There is potential for extension pending continued funding and availability of work. 

Job Summary

The School of Information (UMSI) is a progressive, interdisciplinary professional school offering five degree programs. Our mission is to create and share knowledge so that people will use information – with technology – to build a better world.

Reporting to the Doctoral Program Director, this position will provide support in the administration of the UMSI Doctoral program.  The successful candidate will grow in an open collaborative work environment, and will have a desire to work with an experienced and diverse student, faculty, and staff population.

For more information about UMSI, please visit our website.

Responsibilities*

Data Reporting and Analysis 40%

In collaboration with doctoral program manager and director, update the PhD student database; monitor upcoming milestones or other deadlines (eg. extensions that are expiring); store tracking information for current/active students. Update and maintain databases that track faculty funding for doctoral students; troubleshoot issues; share information with faculty upon request and annually. Under the supervision of the manager and director, provide student data support, creating surveys to compile information (location, job placement, GSI preferences, etc), pulling reports, and preparing analysis for use by the doctoral director.

Administrative Support 40%

Assist with administrative tasks for doctoral student programming, with regard to writing or mentoring programs, First Year Experience, and PhD Visiting Days. Provide support for recruitment events by coordinating and calendaring, handling RSVPs for panels with faculty, panels with students, program overview webinars/videos, etc. Compile contacts for campus visits.

Assist in flagging incomplete PhD student applications and elevate pieces of the application that come in via the admissions inbox.  Assist the doctoral program manager in working with Rackham and UMSI Admissions for verification of admissions materials, support the director in identifying eligible RMF nominees (eg., prepare an excel spreadsheet with applicants and assign doctoral committee members to review applicants).

Using the Student Administration System, relevant drive databases, and external sources, support administrative and clerical work. Prepare and send all decision letters, enter decisions and recommendations into MPathways, monitor recommendations and confirm admissions offers from the Rackham.  Exercise discretion and confidentiality with sensitive information, escalating concerns as needed.

Assist the director in supporting students, and faculty with students, on the job market. This work includes, but is not limited to: acting as letter of recommendation proxy, coordinate career/field specific information, maintain/update the Rackham placement data, assist with job placement programming

Doctoral Student Communications 20%

Review and update our fellowships application list and timelines, review existing lists and update with appropriate deadlines.  Create a communication plan and timeline for reminders to faculty and students as well as to the program manager and director regarding this process.  Create templates for Fall, Winter, Sp/Summer nominations, and support the creation of letters of recommendation for the director to use.

In collaboration with the doctoral program manager, create a communication plan for prospective students, admitted, matriculated but not yet arrived students.  Communicate with currently enrolled students on needs (eg. financial aid, insurance, upcoming milestones, thesis defense announcements etc.).

Assist in monitoring and elevating incoming queries in the PhD Admissions Inbox and the PhD inbox to director or manager. Elevate and/or respond to all communications such as email campaigns, individual inquiries, application reminders and questions, material submissions, extension requests, fee waiver requests, admissions decisions, funding questions, conditions form tracking, requests for application feedback or appeals.

Required Qualifications*

  • Associate’s degree or an equivalent combination of education, certification, and experience
  • Demonstrated track record in creating and keeping deadlines, communicating and tracking goal setting deadlines, making schedules
  • Demonstrated track record in responding, tracking and organizing high inbox activity ability
  • Excellent interpersonal communication and organizational skills
  • High level of proficiency with Microsoft Excel or similar spreadsheet programs, including experience with formulas, and manipulating and interpreting data; experience pivot table building and analysis using pivot tables; experience with mail merge.  Strong attention to detail, accuracy, and proofreading skills
  • Ability to work collaboratively in a fast paced, shared environment; ability to work with a diverse group of people.

Desired Qualifications*

  • Knowledge of University and departmental policies and procedures
  • Experience with data reporting in various query tools, such as Business Objects

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 are performed in compliance with the Fair Credit Reporting Act.

U-M EEO/AA Statement

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