Operations and Advising Information Assistant

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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 role.

Job Summary

The Operations and Advising Information Assistant (OAIA) serves as the operational hub and frontline leader for the Comprehensive Studies Program (CSP). This role is responsible for the daily management of the CSP front desk, ensuring a professional and welcoming environment for students, faculty, and staff. A critical component of this position is the supervision and development of student staff, providing a leadership opportunity for a candidate skilled in team coordination.

The OAIA acts as a high-level resource for the CSP community, triaging a range of issues for students and providing vital administrative and operational support to faculty and staff.

Responsibilities*

Front Desk Student Services & Advising Support (40%)

• Oversee the daily flow of the CSP front desk, ensuring high-quality customer service via phone, email, and in-person visits.
• Manage the appointment scheduling system and check-in process for students.
• Process critical enrollment tasks such as overrides and late adds to support the academic advising team and faculty.
• Lead the development and update of front desk protocols and office procedure documentation to ensure consistency and efficiency.
• Manage the internal front desk resource site to keep the team informed of relevant updates as well as policy or procedural changes.

Student Staff Supervision (15%)

• Lead the recruitment, interviewing, and onboarding processes for student front desk assistants and evening monitors.
• Create work schedules to ensure seamless daytime and evening coverage.
• Provide ongoing training and feedback to support student staff development.

Operations Support (35%)

• Manage the physical workspace, including conference room reservations, faculty/staff support requests, and facility maintenance.
• Ensure the professional appearance and readiness of common areas and shared kitchen facilities; oversee daily organizational tasks to maintain a welcoming environment for the CSP community.
• Oversee the inventory and procurement of office supplies for the unit.
• Manage office mail and deliveries.
• Maintain the CSP faculty/staff directory and website profiles.
• Coordinate the administrative transactions and paperwork required for student temporary employment, ensuring compliance with hiring standards.

Events & Communication (10%)

• Serve as a key project coordinator within the Signature Events Team, overseeing logistics for large-scale program initiatives. This includes managing timelines, coordinating vendor or space requirements, and executing day-of operational plans.
• Partner with the Student Services Assistant to edit and distribute the bi-weekly student newsletter.

Required Qualifications*

• Associate degree or equivalent combination of education and experience
• Four or more years of experience
• Proven ability to work as an effective member of an office team with high accuracy and attention to detail.
• Experience in administrative support, customer service, or student services (higher education preferred).
• Strong organizational skills; ability to remain calm and professional during high-volume periods; excellent interpersonal communication skills.
• Ability to manage multiple tasks in a fast-paced environment.
• Proficiency with collaborative tools such as Google Workspace and/or Microsoft Office.

Desired Qualifications*

• Bachelor's degree or equivalent combination of education and experience.
• Experience supervising student staff or leading a small team in a customer-facing environment.
• Familiarity with University systems (Wolverine Access, M-Pathways) is highly desired.
• Knowledge of undergraduate academic settings and student services issues.

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

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 LSA's Mission, Vision and Values, please visit https://lsa.umich.edu/lsa/about/vision-mission-values.html.

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.