Job Information
University of Michigan Sociology Program Assistant & Main Office Coordinator in Ann Arbor, Michigan
Sociology Program Assistant & Main Office 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 your specific interest in the position and outline skills and experience that directly relate to this position.
Job Summary
The Sociology Program Assistant & Main Office Coordinator is a key staff member responsible for coordinating the department's teaching activities, such as scheduling courses and classrooms, confirming course descriptions, and managing enrollment processes. They collaborate with the Undergraduate Program Coordinator on marketing, events, and activities for undergraduate students. They ensure that departmental spaces are well maintained.
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*
Administrative Operations (35%)
The Program Assistant is responsible for the daily operation of main office and department public spaces, including departmental facilities, equipment, and space. They help ensure that faculty, students, staff, and visitors to the department are welcomed, assisted, and have the materials they need in order to do their work. When new departmental initiatives, projects, and programs emerge, this position is often involved.
MAIN OFFICE RECEPTION
Answer main departmental phone & assist visitors.
Distribute and forward campus and US mail.
Support department events.
FACILITIES
Maintain public spaces (kitchens, copy room, mail room, conference rooms).
Serve as the on-site contact person for catering and event services.
Submit requests to custodial services.
Set up new faculty offices and manage key requests.
Coordinate quarterly shredding program
Manage room reservations.
EQUIPMENT & SUPPLIES
Inventory and order general office and kitchen supplies.
Maintain copier and other copy room equipment.
Oversee the creation of copier codes, reporting, and billing.
Order and bill business cards and other special supplies orders.
Organize/maintain storage rooms.
Create/maintain signage for departmental spaces.
WORK-STUDY & SUMMER EMPLOYEES
Hire, train, and supervise work-study students.
Assign and monitor work assignments.
Undergraduate Program Support (35%)
Assist the Undergraduate Program Coordinator (UPC) by being the first point of contact for questions and providing programmatic support.
COMMUNICATION
Manage the SocAdvisor & Project Community email inboxes; answer questions or redirect as needed.
Maintain select areas of the department's website.
PROJECT MANAGEMENT
Coordinate the SURO program and application process, updating the website with opportunities.
Process major declarations and update email groups.
Facilitate course petition process.
Maintain the enrollment spreadsheet for Project Community.
MARKETING & EVENTS
Collaborate with the UPC on undergraduate major/minor recruitment initiatives: send welcome messages to new majors, create flyers/posters, order swag, and serve as the contact for online merchandise store.
Support small and large undergraduate program events like Festifall, Honors Symposium, Graduation, and general programming.
Curriculum Duties (30%)
Partner with the Associate Chair and Undergraduate Program Coordinator (UPC) to create each semester's course time schedule and course guide, then oversee enrollment.
TIME SCHEDULE & COURSE GUIDE
Collaborate with faculty and UPC to build course time schedule & course guide.
Schedule departmental class and meeting rooms.
Facilitate LSA classroom change requests.
ENROLLMENT MANAGEMENT
Monitor enrollments during the registration period, keep statistics, manage section capacities, issue overrides, and make recommendations regarding course capacity changes.
Communicate with and enter permissions for students.
CURRICULUM SUPPORT
Maintain syllabi repository.
Manage course evaluation process, maintain department evaluation records.
Assist faculty and GSIs with photocopying/scanning for courses and desk copy course pack printing.
Serve as the department liaison with the Registrar's Office.
Reporting Structure:
The Program Assistant is a pivotal member of the four-member Sociology Student Services team, providing backup support across the grad and undergrad programs as needed. This position reports to the Academic Program Manager. Functional supervision is received from the Undergraduate Program Coordinator for curriculum and undergraduate program-related tasks.
Required Qualifications*
High school diploma required. Bachelor's degree desired.
Experience with customer service focused administrative support.
Experience working independently: using sound judgment to make decisions, set priorities, handle multiple tasks, meet deadlines, think critically, and solve problems.
Proficiency with information technology applications including spreadsheets, word documents, email, and web management.
Excellent verbal and written communication skills; including the ability and commitment to work with a diverse community of students, faculty, staff and visitors of the Sociology Department and the University of Michigan.
Modes of Work
This position will be in-person for the first three months of orientation and then will allow for 1 remote day per week. After an initial period of onboarding, hybrid work may be available 1 day per week.
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 thework modes (https://hr.umich.edu/working-u-m/my-employment/ways-we-work-resource-center/ways-we-work-implementation-group/modes-work) .
Additional Information
The target salary range for this position is $38,750-$48,400 full-time rate. The actual salary offered may be higher based on the qualifications and experience of the selected candidate.
The College of Literature, Science, and the Arts seeks to recruit and retain a diverse workforce as a reflection of our commitments to serve the diverse people of Michigan, fulfill the Colleges Guiding Principles, and sustain the excellence of LSA. 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 visitlsa.umich.edu/lsa/dei (https://lsa.umich.edu/lsa/dei.html) .
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.
Job Detail
Job Opening ID
254039
Working Title
Sociology Program Assistant & Main Office Coordinator
Job Title
Student Admin Asst Inter
Work Location
Ann Arbor Campus
Ann Arbor, MI
Modes of Work
Hybrid
Full/Part Time
Full-Time
Regular/Temporary
Regular
FLSA Status
Nonexempt
Organizational Group
College Of Lsa
Department
LSA Sociology
Posting Begin/End Date
9/04/2024 - 9/15/2024
Salary
$38,750.00 - $48,400.00
Career Interest
Academic & Student Services
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