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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.
Summary
Civil & Environmental Engineering (CEE) is seeking a new member for our Student Services Team, consisting of 4 staff supporting approximately 450 graduate and undergraduate students and 40 faculty instructors.You will provide administrative support to graduate degree programs, including 2 PhD and 6 Master's, with an additional master's degree being developed. Your role will assist the Graduate Manager with recruiting, responding to prospective student inquiries, admissions, financial aid and orienting students to the department and university.
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 a top national 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*
Graduate Programs Support - 50%
- Assist Associate Chair for Research and / or Unit Administrator with graduate student room / seat / locker assignments 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 Manager 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
- Update UGRAB application site as materials are received
- Contact applicants with partially completed applications to encourage them to complete the application process
- Assist with processing admissions decisions and sending offer letters using business intelligence
- Fellowship award entry for graduate students (verified by Graduate Manager in order to maintain separation of duties)
- Learn and accurately update UGRAB / SIC database - run reports, pin communications to student records Maintain knowledge of GEO contracts and resources at a sufficient level to be compliant with policies, procedures, and processes
- Advise and send reminders to students regarding I-9, I-20, SSN applications or renewals
- Arrange and schedule OET testing for GSI candidates
- Liaison for graduate student groups including GrEENPEAS and the Graduate Student Advisory Council
- Manage the graduate student exit survey & interview process
- Assist Graduate Manager with degree audits for graduating students
- Update UGRAB Degree Audit advising system as needed to match master?s degree program guideline changes for all MS degree programs as directed by Grad Manager
- Prepare Official Degree Audits for both Rackham and CoE Programs.
- Send internal degree audit reports to MS Chair for review and approval (SignNow)
- Notify MS Chair of any areas of concern
- Process signed reports and submit to Rackham/CoE Registrar prior to deadline
- 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
Graduate Committee Support - 20%
- Provide support to the CEE Grad and Masters Chairs, including creating agendas, taking minutes, creating presentation materials, providing policies, etc.
- Follow Rackham policies and guideline regarding applications, admissions / fellowships and awards
- Assist with Recruitment weekend(s), develop recruiting program
- Assist with preparing grad student materials for CoE & Rackham awards
- Track award options (e.g., ProQuest, Rackham, etc.) and send reminders using template emails
- Coordinate collection of nominations and ensure timely submission
- Collaborate with Rackham regarding forms, policies, resources, etc.
- Provide support and assist with the response regarding Rackham program reviews
Administrative - 15%
- 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
- Backup support to the SST Assistant as the point of contact to greet guests, address questions or concerns, and refer customers to the appropriate resources
- Assist with arranging for department and campus tours and meetings with faculty for prospective students and their families
- Backup 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
Event Planning - 10%
- 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 Recruitment and/or Graduate Committee 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
- Lead and/or attend graduate student events such as EMERGE and ECRSS to network, present and/or answer questions regarding application inquiries
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 graduate 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/
Underfill Statement
This position may be underfilled at a lower classification depending on the qualifications of the selected candidate.
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 checksare 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 maybegin as early as the eighth day after posting.Thisopening 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.
