Student Services Assistant II

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Job Summary

The Physics Student Services Assistant supports a range of academic and professional programs by managing administrative tasks, coordinating travel and events, and overseeing related financial processes. This position involves communicating with diverse stakeholders, including participants, faculty, and administrative offices, to ensure that all aspects of program delivery run smoothly and efficiently. This role will work closely with various teams and departments to create a positive experience for participants and also provide general support for the Physics Student Services Office. This position will work approximately 12-20 hours per week, depending on the department's needs from week to week. A cover letter is required to be considered for this position. Please upload your cover letter and resume as one attachment when applying. 

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.

Responsibilities*

  • General and Transactional Support
    • Support ongoing transactional and administrative work as needed.
    • Serve as the point of contact for visitors, phone calls, room reservations, and supply ordering when in the office.
    • Assist with general office coverage and daily operational tasks.
    • Transfer credit processing
    • Textbook ordering
    • Award advertising
    • Student newsletter
    • Syllabus upload
    • Provide logistical support for department events.
  • Program Support (ITW / HST / CERN REU)
    • Collect information from participants
    • Purchase GeoBlue insurance
    • Submit booking request to CTP
    • Get stipend amount from faculty coordinator
    • Work with Randall Business to facilitate PeoplePay
    • Respond to general inquiries
  • Support coordination of REU and RENEW programs, including logistics and documentation.
    • Track participant responses and survey submissions in the Master Spreadsheet.
    • File transcripts.
    • Print and assemble orientation packets (agenda, map, contact list, etc.).
    • Order and track lunches for program events.
    • Collect lunch RSVPs and record responses in the Master Spreadsheet (Lists tab).
    • Enter cost-per-meal data in the Master Spreadsheet or Lunch Process Form.
  • Exam Support
    • Assist with weekly exam preparation, including counting and boxing exams (typically once or twice per week).
    • Organize and update the accommodations spreadsheet at the start of each semester and as new requests are submitted.
    • Cross-check TAC reservations for each exam session.
    • Pick up exams from the TAC (1-3 times per week).
    • Assist with checking exams for incomplete Scantrons and packing boxes for scanning, including filling out the order sheet.
    • Help assign exam rooms by pulling accommodated students from total rosters.
    • Retrieve exam boxes from instructor offices when requested.
    • Download exam files from the document imaging system into the shared drive.
  • Student Temp & Help Room Support
    • Review the clock-in sheet weekly to identify students who missed clocking in or failed to email.
    • Assist with physical upkeep and organization of the Help Room.
    • Monitor training completions and maintain relevant documentation.
    • Compile the Help Room schedule into a public-facing spreadsheet or Google Sheet each semester.
    • Support scheduling and organization of Learning Assistants (LAs) and Proctors during hiring.
    • Maintain MCommunity groups by removing old members and adding new ones.

Work Schedule

Ideally, this person would work three 4-hour shifts, but may work up to 20 hours during busier exam weeks. At least one shift required at the beginning of the week (M or Tu) and two shifts at the end (Th & F). Morning availability is preferred. Some evening hours on Thursdays may be required. All work is expected to be completed in-person. Busier exam weeks include: Dec 8, Feb 5, March 12 and April 9. This temporary position is expected to last through June 2026.  

Modes of Work

Positions that are eligible for hybrid or mobile/remote work mode are at the discretion of the hiring department. Work agreements are reviewed annually at a minimum and are subject to change at any time, and for any reason, throughout the course of employment. Learn more about the work modes.

Additional Information

This temporary position may meet eligibility requirements for health care benefits. For more information, please see the eligibility section for temporary employees here.

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.

Application Deadline

Job openings are posted for a minimum of seven calendar days.  The review and selection process may begin as early as the eighth day after posting. This opening may be removed from posting boards and filled anytime after the minimum posting period has ended.

U-M EEO Statement

The University of Michigan is an equal employment opportunity employer.