Student Services Assistant

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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. A higher salary may be considered for an extraordinarily qualified candidate.

Summary

Civil & Environmental Engineering (CEE) is seeking a new member for our Student Services Team, consisting of 4 staff supporting approximately 500 graduate and undergraduate students and 40 faculty instructors. You will provide administrative support to both undergraduate and graduate degree programs, including 2 PhD, 6 Masters, 2 Bachelors, 2 minors, and one Program in Sustainable Engineering. Event planning, room scheduling, recruiting, admissions, and assisting both current and prospective students will all be part of your duties.

Our staff mission is to collaborate, create, and innovate alongside our talented faculty and students. We strive to be the best possible resource to the CEE community by being proactive, forward-thinking, and streamlined in our work. We support the global impact of the CEE community with our commitment to teamwork, cooperation, and mutual success toward common goals.

Who We Are

CEE is part of the College of Engineering. Michigan Engineers are world-class educators, researchers, students, and staff who strive to build a people-first future. As part of the nation's number one public research institution, Michigan Engineering's mission is to provide scientific and technological leadership to the people of the world, develop intellectually curious and socially conscious minds, create collaborative solutions to societal problems, and promote an inclusive and innovative community of service for the common good.

Our vision, mission, and values are supported by a people-first engineering framework that guides our work. As Michigan Engineers, we strive to apply excellent engineering fundamentals, integrated expertise, and equity-centered values to reimagine what engineering can be, close critical gaps, and elevate all people. 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). Michigan Engineering models that commitment in our research, culture, and collaborations. We seek to recruit and retain a diverse workforce as a reflection of that commitment. Learn more about DEI at Michigan Engineering: https://www.engin.umich.edu/culture/diversity-equity-inclusion/

Responsibilities*

Administrative - 30%

  • Primary point of contact to greet guests, address questions or concerns, and refer customers to the appropriate resources
  • Provide high quality customer service by responding to inquiries from students, faculty, staff, and the general public by assessing their needs and providing accurate, timely, friendly, and professional email or verbal responses
  • Arrange for department and campus tours and meetings with faculty for prospective students and their families
  • Primary point of contact for reserving CEE conference rooms, meeting rooms, and classrooms (for non-course-related use); this includes finding rooms for students requiring extra time during exams
  • Follow all U-M and CEE policies and procedures, including those related to stewardship of resources and internal controls

Graduate Programs Support - 25%

  • Assist Associate Chair for Research with graduate student room assignment each term
  • Manage and update department roster and student email groups of current and former students as members of the department enter and finish our programs (at least once a term)
  • Keep regular communication with alumni to trace their career paths, strengthen their networking opportunities, and update Rackham career outcomes database
  • Issue key slips for students needing access to labs and offices after verifying appropriateness of key requests
  • Assist Graduate Coordinator with responding to general admissions questions from prospective students, monitoring applications, updating checklists
  • Update admission letter templates in the CoE SIC system (grad student database)
  • Under general supervision, prepare and submit forms and reports on students behalf, such as requests to advance doctoral students to candidacy 
  • Collect photos from incoming students to use on departmental photo boards
  • Maintain the graduate student services areas of the website, bulletin boards, and departmental flyers
  • Verify changes to CoE and/or Rackham Bulletins

Undergraduate (UG) Programs Support - 20%

  • Work closely with the UG Coordinator and instructors to order textbooks, collect materials related to ABET accreditation (syllabi, sample exams, etc.), and track receipt from each instructor
  • Liaison for student groups, such as ASCE, MiTSO, SBT, MCCT, regarding CEE and U-M policies and procedures
  • Coordinate research programs (e.g., UROP, SROP, SURE) by disseminating and collecting information from faculty researchers, collaborating with program sponsors, coordinating student assignments, and preparing FAQs
  • Provide administrative support for undergraduate advising, maintain calendars, print advising materials (transcripts, degree audits, forms)
  • Manage undergraduate exit survey & interview process for graduating seniors to meet with department faculty
  • Maintain the student services areas of the website, bulletin boards, and departmental flyers
  • Verify changes to CoE Bulletins

Event Planning - 20%

  • Plan, implement, and/or assist with a variety of events for prospective and enrolled students, including room reservations, catering, attendee tracking, set up, clean up, etc.
  • Events may include: welcomes, orientations, professional development workshops, social activities, homecoming luncheon, tailgate, recruiting events, graduation reception, etc.
  • Create google forms for event registration and attendance tracking
  • Create flyers, marketing materials, and social media posts to promote events
  • Work closely with Undergraduate Recruitment Chair to identify, organize, and successfully administer recruiting events throughout the year
  • Track metrics to assess effectiveness of recruiting activities and other events where applicable
  • Update and maintain monitor outside Student Services suite

Leadership - 5%

  • Participate in department committees as assigned, scheduling meetings, taking notes and/or meeting minutes
  • Represent the department accurately and professionally across the college and university in various meetings and events
  • Create and maintain instructional process documents for tasks and link to the calendar of tasks for the year
  • Actively participate in professional development sessions, staff meetings, and other venues for learning and sharing information, such as best practices, up to 40 hours/year
  • Other duties as assigned

Required Qualifications*

  • Associate's degree or equivalent combination of education and experience
  • Demonstrated ability to establish priorities, multi-task, set and achieve goals and deadlines
  • Must be able to create and develop relationships with a diverse group of students and faculty, while maintaining confidentiality where appropriate
  • Strong verbal and written communication skills with a customer service focus required
  • Ability to work effectively in a team and adapt within a changing environment
  • Must be proficient in Microsoft Office

Desired Qualifications*

  • Previous administrative experience with student programs and requirements strongly preferred
  • Familiarity with College, Rackham, and U-M policies and procedures as they pertain to student programs
  • Proficiency with M-pathways, Business Objects, and web-based programs

Work Locations

This position is Monday - Friday from 8am to 5pm with occasional evenings or weekends, such as for recruiting events. CEE operates in a hybrid work environment consisting of both in-person and remote work. The role will be classified as an on-site position within the Michigan Engineering STARR classification matrix which means working on campus an average of 4 days per week. You can find more information here: https://rpm.engin.umich.edu/human-resources/telecommuting/

 

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.