Student Services Administrative Assistant NEW

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 Associate 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, focusing primarily on the areas of curriculum support, scholarship coordination, and general undergraduate program/departmental administrative support. 

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 Associate 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.

Duties will include, but are not limited to:

• Curriculum Support 50%

  • Schedule the annual curriculum planning meetings for each section: Spanish, French, Italian, and Portuguese.
  • Request and compile faculty and upper-level instructor teaching preferences for the scheduling committee.
  • Set up classes accurately in M-Pathways once scheduling decisions have been finalized. Coordinate meet-togethers with other departments.
  • Request, track, and submit course descriptions and topic titles for all RLL classes.
  • Communicate enrollment process information to instructors and students, submit student drop requests to the Registrar, process overrides, and assist instructors and students with registration requests.
  • Submit and track classroom change requests, communicating closely with the Registrar, instructors, and students. 
  • Draft and distribute course promotion materials that maximize student enrollment opportunities and positively impact course registration.
  • Submit curricular proposals to LSA on behalf of the department.  Track and communicate decisions and implement approved proposals. 
  • Update the RLL website and the RLL Intranet related to RLL’s curriculum and enrollment processes.
  • Provide degree audit support to Student Services Manager and Advising Coordinator as needed, including creating, submitting, and tracking course list updates. 
  • Other curriculum-related duties as assigned, working closely with the RLL Student Services Manager and the RLL Student Services team. 

• Undergraduate Program & Departmental Support  30%

  • Provide general reception support for the department’s main office.  Respond to a variety of walk-in, phone, and email requests from students, faculty, and members of the University community.  Serve as a back-up to the Student Services Assistant, who has primary responsibility for reception duties.
  • Coordinate teaching evaluations for upper-level courses in collaboration with the Associate Chair (updating templates, submitting/ordering, compiling/releasing finalized reports, etc.)
  • Manage textbook listings, textbook ordering, and related processes for coordinated courses at the upper-level.
  • Create and send out a weekly undergraduate e-newsletter to communicate opportunities and resources to students in RLL.
  • Provide grading process guidance for department members.  Ensure grading is set up correctly in M-Pathways for each class and respond to instructor grading questions.
  • Serve as a back-up to the language placement/validation processes for the ELP Support Coordinator, after the Student Services Assistant.
• Undergraduate Scholarship Coordination 20%
  • Support faculty committee and prepare applications for review.
  • Track incoming and outgoing scholarship funding.  Make recommendations for award amounts to the scholarship committee.
  • Communicate clearly and regularly with staff in Financial Aid and Advancement.
  • Ensure RLL’s processes and allocation priorities are in alignment with gifts received.
  • Release award letters, process acceptances, and maintain thank you letters.
  • Create/update related forms, documentation, and promotional materials.
  • Manage and complete updates to the RLL website and to the RLL Intranet related to RLL scholarships.
  • Collaborate with department leadership for long-term vision planning.

Required Qualifications*

• Associate’s degree or equivalent combination of education and work experience
• Experience providing outstanding customer service
• Affinity for working on a team and for helping others
• Excellent interpersonal communication skills (verbal and written) 
• Active listener
• Strong organizational skills and attention to detail
• Demonstrated ability to work on multiple projects at a time 
• Creative problem-solving skills

Desired Qualifications*

• A minimum of two years of student services work experience at a college or university
• Experience working in a language department at a college or university 
• Experience working with diverse populations
• Experience working in higher education

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.

Work Schedule

This position is 40 hours per week with a hybrid format:

• primarily in-person during the fall and winter terms 
• and a combination of remote and in-person during the spring and summer terms.

Specific work mode and schedule will depend on staffing levels and office coverage needs, and will be determined at the start of each semester.

Additional Information

The salary range for this position is $40,400 to $50,500. Please note a higher salary may be offered based on equity and the selected candidate’s experience.

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

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.