CSE Undergraduate Advising Office Administrative Assistant Senior

at  University of Michigan

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.

JOB SUMMARY

This position is a key position that provides robust administrative support and coordination for the Computer Science & Engineering Undergraduate Advising Office, which serves several academic programs across two academic units. Current student population is 3000+. The main roles of the position include customer triage in a fast-paced and high-volume student services office, maintain the main email account, provide general administrative support and programmatic support, backend processing of student requests including major/minor release, minor declaration, course enrollment, and administrative processes. In addition to serving the student population, this role provides support and assistance to the advising coordinator, chief program advisors, faculty advisors, and professional staff advisors through the knowledge gained in investigating programmatic changes as well as University and College of Engineering policies and process.

WHO WE ARE

Michigan Engineers are world-class educators, researchers, students and staff who strive to build a people-first future. As part of a top 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/

REQUIRED QUALIFICATIONS*

• Bachelor’s degree or equivalent combination of education and relevant experience.
• 2 years experience working in support of an academic program at the University of Michigan.
• Proven ability to work under pressure in a high-volume and dynamic environment.
• Enthusiasm for working with university students.
• Demonstrated ability to work both independently and collaboratively as a member of a team.
• Demonstrated interpersonal skills and the ability to build successful relationships with faculty and staff at all levels.
• Demonstrated ability to exercise tact diplomacy, discretion and judgment concerning cases of a sensitive nature.
• Evidence of strong administrative judgement and independence, ability to prioritize tasks, ability to manage time effectively, and high accuracy and attention to detail in all areas, with the ability to recognize and investigate data anomalies.
• Strong computer skills within Microsoft Office and Google application suite.
• Proven strong written and verbal communication skills.

DESIRED QUALIFICATIONS*

• Experience and/or familiarity with M-Pathways and Business Objects.
• Reasonable knowledge of University and College of Engineering policies, regulations (FERPA), and procedures.
• Experience working with university students.
• Experience with LSA Advising File system and appointment scheduler.
• Previous experience working in an academic environment, preferably in student services.

Administrative Support -

• Serve as a point of direct service contact for student questions, walk-in traffic, phone calls and emails to appropriate offices, departments, colleges, and university resources.
• Provide/collate University Resources for students.
• Ensure program compliance with all College and University policies as they relate to undergraduate students.
• Maintain the advising office email account, including answering and triaging curricular and policy questions.
• Develop and Maintain office handouts, forms and supplies; ensure the maintenance and organization of the physical office.

Advising Support -

• Maintain expert knowledge of program requirements, College and University policy, and curriculum in order to update student records and answer student and advisor inquiries.
• Provide Chief Program Advisor support on required student documentation.
• Provide guidance and support to Faculty members with clarification of policies, procedures, and program requirements.
• Coordinate and plan events to connect students to CSE Faculty members
• Advise incoming students on the CS program requirements in settings such as transfer orientations, and backup support for the staff advising team, when needed.

Program documentation -

• Maintain student files from time of declaration through graduation.
• Prepare materials for group declaration orientations.
• Manage online major release requests for CS-LSA students, minor release for CS-LSA Minor students.
• Support the LSA Honor Program: documentation/processing/enrollment/release.
• Enter curricular exceptions.
• Mange and implement the major declaration process for students.
• Process student letters and form requests.
• Process student request to add/drop/edit courses.

Enrollment -

• Provide support relating to Registration, Enrollment, Overrides, graduation policies.
• Provide secondary support for permission requests and issue class permissions, including coordination of special enrollment population needs (e.g. Enrollment Requests, permission to enroll in EECS 280 w/ completion of diagnostic, Non-CSE Graduate, Cognitive Science, Data Science, Engineering Physics).
• Collaborate with the Registrar’s Office and other departments

Other Duties

• Moderate email group requests in a secondary role.
• Preparation of advising appointments in a secondary role.
• Provide back-up support for appointment document preparation.
• Support administrative student employees.
• Planning/scheduling/preparation of EECS student awards ceremony, departmental committee work or meetings, or compilation of student data as requested.
• Assist with events, as needed. Other duties as assigned.