Student Administrative Assistant Associate

How to Apply

A cover letter is required for consideration for this position. The cover letter must be attached as the first page of your resume, and it should address your specific interest in the position and outline skills and experience that relate directly to this position.

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.

Job Summary

The Department of Romance Languages and Literatures (RLL) seeks a Student Services Administrative Assistant to provide thoughtful and thorough administrative support and customer service to the students, faculty, and staff in the RLL community. This position is a vital part of RLL's student services team, serving as the primary receptionist for the department.

In addition to reception duties, the person in this position also provides detailed administrative support for the RLL Advising Coordinator, the RLL undergraduate programs, and the department in general.

The Department of Romance Languages and Literatures (RLL) is a vibrant academic unit within the College of Literature, Science, and the Arts. The Student Services Administrative Assistant is an important member of a dynamic team of staff that supports RLL's faculty and students. RLL has a large and varied curriculum, each year offering approximately 550 class sections, enrolling nearly 9,000 students, and has more than 500 declared majors and minors. RLL offers majors and minors in Spanish, French, and Italian, a major in RLL, and a minor in Portuguese. RLL's graduate program has approximately 50 students pursuing PhDs in Spanish, French, and Italian. To learn more about the department, please visit https://lsa.umich.edu/rll

Responsibilities*

Effort percentages (listed below) are approximate and will vary throughout the academic year.

This position has an in-person schedule Monday-Friday during fall and winter terms. During spring and summer terms, this position has a hybrid schedule (some in-person days, some remote/synchronous days).

Duties will include, but are not limited to:

Reception 40%

• First point of contact for walk-in, e-mail, and phone requests from students, faculty, staff, other units on campus, and members of the public
• Answer questions about policies and procedures (RLL, LSA, and U-M). Forward detailed inquiries as appropriate to RLL staff colleagues
• Coordinate room scheduling for departmental conference rooms and Registrar's Office- managed classroom spaces
• Maintain department mailboxes, directories, email groups, and office hours
• Receive, submit, and follow up on requests related to building facilities, IT, and copiers
• Process incoming and outgoing mail and package deliveries
• Take supply inventory, place supply orders, and organize items received
• Maintain orderly and usable department spaces (copy rooms, classrooms, conference rooms, etc.)
• Provide registration support to students, including level change requests

Provide support to Undergraduate Advising Coordinator 25%

• Respond to walk-in and phone/email advising questions
• Input and manage faculty advising appointment calendar
• Update and create advising documentation and webpages
• Prepare materials and staff student recruitment, support, and community events (major/minor expo, study days, etc.)
• Assist with processing major/minor declarations and send welcome e-mails to students
• Back-up for study abroad and transfer credit evaluations
• Assist with major/minor releases 

• Coordinate RLL's Undergraduate Exit Survey and format results

Departmental support 20%

• Supervise 1-2 student staff members (approximately 7-10 hours/week, each)
• Manage content and format updates to department website, departmental intranet, and digital signage
• First point of contact for AAPS Community Resource program
• Serve as a back-up for several processes, including but not limited to language placement test and validation test administration, teaching evaluations, textbook entry, grading questions, and e-mail group maintenance
• Assist with event support
• Coordinate weekly language coffee hours, including creating promotional materials and ordering supplies

• Annually request and archive syllabi

Event Liaison & Support 15%

• Serve as the department's liaison to the Public Relations Team for event support and departmental placement of marketing materials
• Support departmental communications about upcoming events
• Departmental website/social media updates
• Partner with the Public Relations Coordinator(s) to support event logistical planning. This may include but is not limited to:

• Making reservations for hotels, catering, venues, IT support, and guest 

  Travel.

• Submitting honorarium payments
• Secondary event space preparation/cleanup
• Graphic design

Required Qualifications*

High school diploma or equivalent
An affinity for providing outstanding customer service
Ability to manage multiple, competing priorities
Prior experience working in an office environment
Ability to work effectively and sensitively with a diverse group of students, faculty, and staff in a busy office environment
Enjoys being part of a team

Desired Qualifications*

Two or more years of administrative experience in a related role

Bachelor's degree preferred

Knowledge of LSA and U-M policies and procedures

Experience providing student services in a college or university setting

Why Work at Michigan?

In addition to a career filled with purpose and opportunity, The University of Michigan offers a comprehensive benefits package to help you stay well, protect yourself and your family and plan for a secure future. Benefits include:

Generous time off

A retirement plan that provides two-for-one matching contributions with immediate vesting

Many choices for comprehensive health insurance

Life insurance

Long-term disability coverage

Flexible spending accounts for healthcare and dependent care expenses

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

The salary range for this position is $38,150 - $47,700, please note a higher salary may be offered based on equity and the selected candidate's experience.

This position is in person during the academic year and opportunities for hybrid work in the spring and summer. 

Union Affiliation

This position is included in the bargaining unit represented by the University Staff United (USU), which represents bargaining unit members in all matters with respect to wages, benefits, hours and other terms and conditions of employment.

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 any time after the minimum posting period has ended.

U-M EEO Statement

The University of Michigan is an Equal Opportunity Employer. We are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants, including protected veterans and individuals with disabilities.