Senior Academic Services Administrative Assistant

JOB OPENING ID: 254166

MODES OF WORK
Hybrid

REGULAR/TEMPORARY: Regular

ORGANIZATIONAL GROUP: College Of Lsa

DEPARTMENT: LSA International Institute

SALARY: $45,900.00 – $57,000.00

How to Apply

A cover letter addressing your specific interest in the position and outlining your skills and experience that directly relate to this position is required. Attach the cover letter to your resume.
Job Summary

The International Institute (II) seeks a customer service-oriented, self-motivated individual with attention to detail and strong communication skills to provide highly responsive and complex support to our Academic Services Team. The Academic Services Administrative Coordinator will have the unique opportunity to directly impact the student experience as the first point of contact for the many undergraduate and graduate students who are enrolled in degree programs or apply for and receive funding from the II.
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*

Responsibilities include the following but may include other duties as assigned:

Student Services Support and Student Staff Supervision

• Oversee hiring and supervision of 5-8 student support staff including oversight of student staff schedule, onboarding, training, daily work assignments, time card approval, and regular feedback.
• Provide phone and email coverage for inquiries from a wide range of internal and external constituents: assess and respond in a professional and inclusive manner and route to the appropriate person/unit
• Oversee proper front desk operations (and staff when needed) including but not limited to: walk-in visitors and general triage, sorting mail, ordering office supplies, scheduling appointments, etc.
• Serve as front line office support in the summer when student staff are off-campus
• Maintain Standard Operating Procedure Documents and oversee yearly review and updating process
• Serve on facilities and emergency response committees for Weiser Hall
• Reserve meeting rooms and coordinate staff and faculty calendars as needed

Fellowships & Grants Support

• Assist with fellowship award letter creation and dissemination for over 30 fellowships and grants administered by the II
• Coordinate faculty recruitment and communication for fellowship application review
• Manage non-competitive award application and eligibility review
• Coordinate student essay review, language assessments, and complex interview process for the Fulbright Program
• Assist with student report outreach, tracking, and compliance for Foreign Language and Area Studies (FLAS) Fellowships
• Coordinate with faculty and staff to manage fellowship review process within set deadlines.
• Respond to student inquiries in a shared inbox or forward to appropriate advisor as needed
• Assist with InfoReady application system and provide backup support as needed

Data and Reporting Support

• Collaborate with student services staff on data collection and spreadsheet management projects as needed
• Monitor and reconcile individual student payments in our tracking system and confirm accurate award disbursement
• Monitor the LSA travel approval system and clear students for payment
• Complete initial review of students for financial aid budget impact and compile student list for submission to the Financial Aid Office
• Assist with data entry in U.S. Department of Education reporting system for the FLAS program as needed and assist language instructors who need support entering evaluation reports
• Assist with fellowship data management to ensure accurate and timely fellowship processing
• Monitor and maintain Alumni data
• Assist with information requests and organization as needed to support applications for major federal grants

Outreach and Events Support

• Manage fellowship recruitment events, promotion, and attendance data and metrics.
• Compile and send monthly Fellowships and Grants Newsletter and targeted email campaigns for specific fellowships
• Maintain and update canvas sites

Required Qualifications*

• Associates Degree or equivalent education/work experience
• Three years of progressively more responsible experience in an administrative assistant position
• Ability to manage complex data with attention to detail
• Excellent verbal and written communication skills
• Excellent organizational and interpersonal skills including the ability to work cooperatively with staff from various divisions and departments
• Demonstrated ability to work as an effective member of an office team, interacting professionally with a diverse group of students, faculty, and staff in an inclusive and trust-inspiring manner
• Ability to prioritize and organize a varied workload with attention to detail
• Ability to meet deadlines in a timely manner while demonstrating flexibility when priorities change
• Capacity to exercise initiative, independent judgment, diplomacy, and confidentiality with a positive, service-oriented attitude
• Proven proficiency with Microsoft Office products, particularly Excel, and the Google Suite, with a strong interest and aptitude for learning new computer applications
• Proficiency troubleshooting and operating common office equipment

Desired Qualifications*

• Bachelor’s degree or equivalent combination of education and experience preferred
• More than four years of progressively more responsible experience in an administrative assistant position
• Previous experience working in an academic environment, preferably in student services
• Knowledge of Wolverine Access, MPathways Student Administration System, and financial aid

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 $45,900 to $57,000, please note a higher salary may be offered based on equity and the selected candidate’s experience.

This position is hybrid, with the expectation of 3 in-person days and 2 remote days per week.

As one of the world’s great liberal arts colleges, LSA pushes the boundaries of what is understood about the human experience and the natural world, and we foster the next generation of rigorous and empathetic thinkers, creators, and contributors to the state of Michigan, the nation, and the world?.

To learn more about diversity, equity, and inclusion in LSA, please visit-lsa.umich.edu/lsa/dei.

To learn more about LSA’s Mission, Vision and Values, please visit-?lsa.umich.edu/strategicvision.

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/AA Statement

The University of Michigan is an equal opportunity/affirmative action employer.