Job Information
University of Michigan Graduate Coordinator in Ann Arbor, Michigan
Graduate 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.
Summary
Civil & Environmental Engineering (CEE) is seeking a new member for our Student Services Team, consisting of 4 staff supporting approximately 450 graduate and undergraduate students and 40 faculty instructors. You will provide general administrative and programmatic support to the department’seight graduate degree programs: two Doctor of Philosophy degrees, three Masters of Science in Engineering programs, and three Masters of Engineering programs. This includes responding with accurate and timely information to prospective and current students, faculty, and staff. You will be responsible for general program administration, recruitment and admissions, records and enrollment, advising and curricular issues, and financial aid. This position is highly utilized for analyzing student data/trends, resolving complex requests (i.e., College, Rackham, Employers) and mitigating student issues. You report to the Student Services Manager.
Our staff mission isto collaborate, create and innovate alongside our talented faculty and students. We strive to be the best possible resource to the CEE community by being proactive, forward-thinking and streamlined in our work. We support the global impact of the CEE community with our commitment to teamwork, cooperation, and mutual success toward common goals.
Who We Are
CEE is part of the College of Engineering. Michigan Engineers are world-class educators, researchers, students and staff who strive to build a people-first future. As part of a top national public research institution, Michigan Engineering's mission is to provide scientific and technological leadership to the people of the world, develop intellectually curious and socially conscious minds, create collaborative solutions to societal problems, and promote an inclusive and innovative community of service for the common good.
Our vision, mission and values are supported by a people-first engineering framework that guides our work. As Michigan Engineers, we strive to apply excellent engineering fundamentals, integrated expertise and equity-centered values to reimagine what engineering can be, close critical gaps, and elevate all people. Information about our vision, mission and values can be found at: http://strategicvision.engin.umich.edu/ .
The University of Michigan has a storied legacy of commitment to Diversity, Equity and Inclusion (DEI). Michigan Engineering models that commitment in our research, culture and collaborations. We seek to recruit and retain a diverse workforce as a reflection of that commitment. Learn more about DEI at Michigan Engineering: https://www.engin.umich.edu/culture/diversity-equity-inclusion/
Responsibilities*
Support approximately 200 graduate students across 8 degree programs, through each stage of their career: application and admission, matriculation and attendance, academic milestones, graduation and alumni tracking
PROGRAMS - 20%
Assist grad students and advisors with milestone tracking and that courses align with degree program
Tracking and managing all grad student Official Transcripts and degree conferrals
Process administrative forms for Master?s and PhD students
Resolve registration issues with students and issue electronic permissions as needed
Coordinate Research Proposal Exams by preparing transcripts and setting reminders
Review Prelim Guidelines for each group (Structures, Transportation, Construction, Environmental, etc.) and be generally familiar with them
Coordinate Preliminary Exams for pre-candidates (Nov & March) by reviewing CEE PhD Guidelines & monitoring time to degree, updating milestones & sending milestone reports to pre-candidates and their PhD advisors
Collaborate with Rackham as needed to submit forms, clarify policies
Anticipate needs of the students and faculty, such as FAQs, appointment timelines, evaluation tracking, etc. and proactively address them
Identify and promote resources and support services to students and faculty
Meet with graduate students each semester to monitor progress and identify potential issues and opportunities
GradUATE Committee - 20%
Provide support to the CEE Grad and Masters Chairs, including creating agendas, taking minutes, creating presentation materials, providing policies, etc.
Ensure Rackham compliance, applications, admissions / fellowships
Review petitions and policies
Assist with Recruitment weekend(s), develop recruiting program
Select grad students for CoE & Rackham awards
Track award options (e.g., ProQuest, Rackham, etc.) and send reminders using template emails
Coordinate collection of nominations and ensure timely submission
Collaborate with Rackham regarding forms, policies, resources, etc.
Provide support and assist with the response regarding Rackham program reviews
Develop metrics to measure success (admissions, recruiting, events, special programs, etc.)
Run Business Objects reports and conduct general data mining as needed (e.g., Trends regarding recruiting initiatives, yields enrollments, URM numbers, casebook supporting data, etc.)
Manage the annualevaluation processes
Graduate exit surveys and placement tracking / career outcomes for Rackham and CoE
Creating electronic forms and/or surveys (Qualtrics, Google)
Distributing to appropriate groups; monitoring returns and issuing reminders
Summation (and some data entry) of responses using business intelligence (charts, graphs)
RECRUITING AND ADMISSIONS - 20%
Lead and/or attend grad recruiting events such as EMERGE and MDOT TRDP to network, present and/or answer questions regarding application inquiries
Assist Manager with Visit Weekend
Support growing community of Pelham Scholars with professional customer service and connecting them to networking opportunities
Assist the Student Services Manager in coordinating the department Graduate Program admissions process for both doctoral and master?s students from application to matriculation
Update UGRAB application site as materials are received
Contact applicants with partially completed applications to encourage them to complete the application process
Assist with processing admissions decisions and sending offer letters using business intelligence
ADMINISTRATIVE - 15%
Support the programming events and classes for graduate students
Organize graduate student orientation sessions, mentoring program, training sessions, and other events
Assist and participate in recruitment weekend(s), commencement reception, welcome events, awards luncheon, dissertation defenses and other events as needed
Develop and administer departmental GSI orientation sessions
Oversee graduate student email groups, office assignments and roster updates
Create itineraries, flyers, email reminders and other forms of communication
Collaborate with various committees, other departments and coworkers to plan successful events
Support Graduate Student Advisory Council with planning and events
Liaison for GrEENPEAS (environmental grad student organization)
Maintain the grad student areas of the CEE website, bulletin boards, and departmental flyers
Maintain incoming graduate student Google site and current graduate student handbook
Work with appropriate committees and staff to create and distribute marketing materials
Verify changes to CoE and/or Rackham Bulletins
HR AND FINANCIAL - 10%
Fellowship award entry for graduate students (verified by Student Services Manager in order to maintain separation of duties)
Learn and accurately update UGRAB / SIC database - run reports, pin communications to student records
Maintain knowledge of GEO contracts and resources at a sufficient level to be compliant with policies, procedures, and processes
Advise and send reminders to students regarding I-9, I-20, SSN applications or renewals
Arrange and schedule OET testing for GSI candidates
Monitor OPT status for students and assist them with issues related to visa status
Manage all I-20 needs for all grad students, track I-20 end dates for PhD students and notify students and PhD advisors of end date no later than 6 months in advance.
Assist students with visa, I-9, SSN, MPassport and other HR related questions.
Maintain confidential files
DEGREE AUDITS - 10%
Prepare final degree audits for graduating students
Manage and update UGRAB Degree Audit advising system as needed to match Master's degree program guideline changes for all MS degree programs
Each term, check for degree requirements, including GPAs, course grades and Credits toward Program. Prepare internal degree audit reports for Program Advisors to review and approve/deny
Update and maintain degree audits and forms (new degrees and modifications) within college systems
Prepare Official Degree Audits for both Rackham and CoE Programs.
Send internal degree audit reports to MS Chair for review and approval (SignNow)
Notify MS Chair of any areas of concern
Process signed reports and submit to Rackham/CoE Registrar prior to deadline
Leadership ? 5%
Represent the department accurately and professionally across the college and university in various meetings and events
Actively participate in staff development training sessions, faculty/staff meetings, and other venues for learning and sharing information; may facilitate training sessions (e.g., new hires, new processes) within CEE
Build rapport with students, faculty, staff, and prospective students; gain the trust of faculty
Positively influence colleagues by utilizing respect for others, listening skills, good communication, accurate knowledge of the facts, and a strategic view of Student Services
Attend and actively participate in college graduate coordinator meetings and Rackham grad coordinator forums to learn and share best practices for efficiency, effectiveness, reducing liability, etc.
Actively participate in department Graduate Committee, Graduate Student Advisory Council, and other committees as assigned
Follow and add to monthly list of tasks to manage competing priorities and plan well in advance for larger projects
Capture policies, procedures and processes in writing to share with faculty, staff, students, new hires, colleagues, etc. to improve consistency/transparency of practices, train new faculty/staff, cross-training within our department (Ideally link process to each task for each month, term or year)
Serve as backup for other CEE Student Services team members as needed
Other duties as assigned
Required Qualifications*
Associate degree and a minimum of 5 years’ directly related work experience or a combination of education and experience.
Have demonstrated ability to work successfully in a team environment as well as work independently with minimal supervision
Possess a high level of proficiency with information technology applications including MS-Office (spreadsheets, word processing, calendars), and web management (e.g., WordPress)
Possess strong organizational skills
Must be able to create and develop relationships with a diverse group of students and faculty, while maintaining confidentiality where appropriate
Strong communication skills with a customer service focus required,including listening and the ability to follow directions
Have demonstrated a high level of critical thinking, problem solving, and decision-making
Demonstrated ability to establish priorities, multi-task, set and achieve goals and deadlines
Learn quickly and stay calm in the face of concurrent tasks with competing deadlines
Display excellent judgment while operating in a flexible and highly professional manner
Be capable of performing with a high degree of attention to detail and accuracy
Show the desire/ability to identify opportunities for streamlining processes, procedures and duties
Be flexible to occasionally adjust hours to host and/or attend student events
Desired Qualifications*
Bachelor’s degree
8 years directly related work experience
Reasonable knowledge of UM policies and procedures, particularly relating to Student Services, Human Resources and FERPA regulations
Familiarity with College, Rackham and U-M policies and procedures as they pertain to student programs
Proficiency with M-pathways, Business Objects and web-based programs
In-depth familiarity with the GEO contract and related resources
Experience with the CollegeNet and UGRAB / SIC database
Work Locations
This position is Monday - Friday from 8am to 5pm with occasional evenings or weekends, such as for recruiting events. CEE operates in a hybrid work environment consisting of both in-person and remote work. The role will be classified as a FLEX position within the Michigan Engineering STARR classification matrix which means working on campus an average of 3 days per week. You can find more information here: https://rpm.engin.umich.edu/human-resources/telecommuting/
Underfill Statement
This position may be underfilled at a lower classification depending on the qualifications of the selected candidate.
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
247909
Working Title
Graduate Coordinator
Job Title
Student Admin Asst Sr
Work Location
Ann Arbor Campus
Ann Arbor, MI
Full/Part Time
Full-Time
Regular/Temporary
Regular
FLSA Status
Nonexempt
Organizational Group
College Engineering
Department
Civil & Environmental Engr
Posting Begin/End Date
5/02/2024 - 5/08/2024
Salary
$44,000.00 - $61,000.00
Career Interest
Academic & Student Services
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