Undergraduate Program Coordinator

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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 what interests you about this position and outline your skills and experience that directly relate to the responsibilities and requirements of this role.

Who We Are

EARTH is a diverse and vibrant intellectual community dedicated to excellence through research and teaching. The unit is home to approximately 40 faculty and 20 regular administrative and lab staff, 160 undergraduate majors, and 70 graduate students. The mission of the department is to promote education and scientific discovery about our planet. We welcome all who are curious about the EARTH, and we strive to create an environment that is accessible and supportive to everyone.

Who You Are

You are a skilled and energetic individual interested in a career path in higher education, with experience supporting student services and programming in a higher education environment. You have a high degree of discretion, demonstrate initiative, and can quickly adapt to rapidly evolving situations. You are comfortable with technology, including remote work, and can operate with varying degrees of supervision. You have a laser-focus on detail without losing the big picture. You are looking for a role with growth potential and skill development, and you thrive working with a collaborative team.

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 Earth and Environmental Sciences in the College of Literature, Science and the Arts is seeking a motivated, enthusiastic, and skilled student services professional for the role of Undergraduate Program Coordinator (Student Admin Asst Sr).

Reporting to the Chief Administrator, with functional supervision from the Academic Program Manager, the Undergraduate Program Coordinator is an integral part of EARTH's administrative team and provides critical, valued support to our Undergraduate Program. Primary responsibilities include maintaining the department's curriculum and class schedule, coordinating our peer mentor program, and organizing some of the department's major events - including the weekly Smith Lecture series and annual graduation ceremony.

Responsibilities*

Curriculum Maintenance - 33%

In partnership with the Associate Chair for Undergraduate Studies and Academic Program Manager, maintain the department's curriculum, including:

• Create each semester's time schedule, managing for time conflicts, room availability, and department priorities
• Update the course guide
• Order teaching evaluations
• Manage section capacities and issue course overrides
• Submit course approval and program approval request forms to the LSA Dean's Office (CARFs/PARFs)
• Support the department's curriculum committee

Undergraduate Program - 33%

• Serve as the primary point of contact for the undergraduate program, assisting the Associate Chair for Undergraduate Studies
• Build rapport with students, faculty, and staff, and prospective majors and minors
• Maintain thorough records of student data for undergraduates (e.g., major/minor, advisor) and monitor trends
• Support faculty-led field trips: collect student lists and data, coordinate travel bookings, liaise with relevant LSA offices for international field trips, and provide other support as needed
• Liaise with the college and university units to administer the department's undergraduate program, including the annual Major/Minor Expo, undergraduate education group meetings, and provide the Advising Center with relevant information
• Support our faculty advisors, including maintaining our advising handbook and assisting in interpreting policy
• Hire proctors for mid-term and final examinations
• Supervise our peer mentor program (~4 undergraduate students). The peer mentors:
• Conduct informal, drop-in advising
• Organize events for majors and minors, including to recruit new majors and minors
• Help coordinate coverage of administrative tasks, including reception services at the front desk, package delivery, office supplies, and copier inventory

Event Coordination - 20%

• In partnership with the faculty coordinator, arrange the department's weekly Smith Lectures, including travel and lodging, and hosting arrangements for the Friday lunch and early evening reception
• Organize the department's annual graduation ceremony at the end of the winter term
• Provide support for ad hoc events, particularly those requested by our student organization, GeoClub, by our peer mentors, and by EARTH faculty

Other Administrative Support - 14%

• With secondary support from other department staff, monitor the main department email and phone line, answering questions and forwarding as appropriate
• Process room reservations for department conference and classrooms
• Cross-training in and back-up support for graduate program student services and other administrative roles in the department, as workload and operational needs permit or require.

Required Qualifications*

• At least 4 years of relevant experience, preferably in student services roles in higher education
• Associate's degree or equivalent combination of education and experience
• Ability to partner and work collaboratively with teams and build effective professional partnerships
• Skills in managing time efficiently and effectively, concentrating on important priorities, and adapting as priorities shift
• Proficiency with Microsoft Office and/or similar office productivity suite(s)
• Exceptional attention to detail
• Strong organizational skills
• Strong ability to speak and write clearly to a variety of audiences

Desired Qualifications*

• Bachelor's or advanced degree preferred
• Experience with a student information system, such as Oracle/PeopleSoft Campus Solutions (M-Pathways Student Administration)
• Experience with class scheduling
• Experience with coordinating large, complex events
• Curiosity about the natural world

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 100% (40 hours per week) throughout the year. Flexibility is required in order to be present on campus as needed to complete job responsibilities. Remote work is generally available one day per week.

Work Locations

The primary worksite for this position will be in the North University Building.

Additional Information

As one of the world's great liberal arts and sciences 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 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.