Administrative Assistant

Student Services Administrative AssistantThe Department of Romance Languages and Literatures (RLL) seeks a Student Services Administrative Assistant 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, serving as the primary receptionist for the department. In addition to reception duties, the person in this position also provides detailed administrative support for the RLL Advising Coordinator, the RLL undergraduate programs, and the department in general.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 Administrative Assistant 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.Duties will include, but are not limited to:First point of contact for walk-in, e-mail, and phone requests from students, faculty, staff, other units on campus, and members of the publicAnswer questions about policies and procedures (RLL, LSA, and U-M). Forward detailed inquiries as appropriate to RLL staff colleaguesCoordinate room scheduling for departmental conference rooms and Registrar's Office-managed classroom spacesMaintain department mailboxes, directories, email groups, and office hoursReceive, submit, and follow up on requests related to building facilities, IT, and copiersProcess incoming and outgoing mail and package deliveriesTake supply inventory, place supply orders, and organize items receivedMaintain orderly and usable department spaces (copy rooms, classrooms, conference rooms, etc.)Provide registration support to students, including level change requestsProvide support to Undergraduate Advising CoordinatorRespond to walk-in and phone/email advising questionsInput and manage faculty advising appointment calendarUpdate and create advising documentation and webpagesPrepare materials and staff student recruitment, support, and community events (major/minor expo, study days, etc.)Assist with processing major/minor declarations and send welcome e-mails to studentsBack-up for study abroad and transfer credit evaluationsAssist with major/minor releasesCoordinate RLL's Undergraduate Exit Survey and format resultsDepartmental supportSupervise 1-2 student staff members (approximately 7-10 hours/week, each)Manage content and format updates to department website, departmental intranet, and digital signageFirst point of contact for AAPS Community Resource programServe as a back-up for several processes, including but not limited to language placement test and validation test administration, teaching evaluations, textbook entry, grading questions, and e-mail group maintenanceAssist with event supportCoordinate weekly language coffee hours, including creating promotional materials and ordering suppliesAnnually request and archive syllabiEvent Liaison & SupportServe as the department's liaison to the Public Relations Team for event support and departmental placement of marketing materialsSupport departmental communications about upcoming eventsDepartmental website/social media updatesPartner with the Public Relations Coordinator(s) to support event logistical planning. This may include but is not limited to:Making reservations for hotels, catering, venues, IT support, and guest travel.Submitting honorarium paymentsSecondary event space preparation/cleanupGraphic designRequired QualificationsHigh school diploma or equivalent An affinity for providing outstanding customer service Ability to manage multiple, competing priorities Prior experience working in an office environment Ability to work effectively and sensitively with a diverse group of students, faculty, and staff in a busy office environment Enjoys being part of a teamDesired QualificationsTwo or more years of administrative experience in a related role Bachelor's degree preferred Knowledge of LSA and U-M policies and procedures Experience providing student services in a college or university settingWhy Work at Michigan?In addition to a career filled with purpose and opportunity, The University of Michigan offers a comprehensive benefits package to help you stay well, protect yourself and your family and plan for a secure future. Benefits include:Generous time offA retirement plan that provides two-for-one matching contributions with immediate vestingMany choices for comprehensive health insuranceLife insuranceLong-term disability coverageFlexible spending accounts for healthcare and dependent care expensesAdditional InformationThe salary range for this position is $38,150 - $47,700, please note a higher salary may be offered based on equity and the selected candidate's experience.This position is in person during the academic year and opportunities for hybrid work in the spring and summer.Union AffiliationThis 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 ScreeningThe 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 DeadlineJob 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 StatementThe 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.