Student Admin Asst Inter

Summary

As Civil and Environmental Engineering's Student Services Assistant, you will work closely with the Student Services Team and other department positions to support both the Undergraduate and Graduate Programs, including curriculum planning and enrollment management, admissions, event coordination, and communications for Civil Engineering, Environmental Engineering, and the Program in Sustainable Engineering. The Student Services Assistant receives direct supervision from the Department Administrator.

Responsibilities*

UNDERGRADUATE PROGRAM SUPPORT

• In coordination with the Associate Chair for Undergraduate Studies and Undergraduate Coordinator, manage undergraduate course administration, including scheduling, instructors/GSIs, classrooms, textbooks, course guides, and permissions.
• Support undergraduate students with registration issues, electronic permissions, and processing of major, minor, and certificate declarations.
• Assist faculty with course logistics, including room scheduling and exam accommodations.
• Coordinate logistics for undergraduate events, including recruitment activities, awards ceremonies, commencement receptions, and other student-facing programs.
• Serve as the department's Children on Campus liaison and support related outreach and tours.
• Organize and support application-based undergraduate programs (e.g., SURE summer research program).
  

GRADUATE PROGRAM SUPPORT

• Partner with the Graduate Coordinator to support the full graduate admissions lifecycle, from application review through matriculation.
• Manage graduate admissions communications, including responding to prospective student inquiries, maintaining FAQs, updating application systems, and following up on incomplete applications.
• Coordinate logistics for graduate student events and programming, including recruitment weekends, orientations, trainings, mentoring programs, awards events, and dissertation defenses.
• Process administrative forms and support academic milestones for Master's and Ph.D. students, including preliminary exams, research proposal exams, and funding/fellowship entry.
• Support graduate student governance and professional development, including advising the Graduate Student Advisory Council and overseeing professional development activities.
• Maintain graduate student communications, including email groups, event promotions, and creation of flyers and materials.
• Coordinate desk and key assignments for graduate students in collaboration with departmental partners.
  

GENERAL DEPARTMENT SUPPORT

• Serve as the primary point of contact for student services and general department inquiries, including serving as liaison to student organizations.
• Coordinate and support departmental communications, including weekly student newsletters, email lists, website updates, and marketing materials.
• Manage course evaluations and prepare summary reports for department leadership.
• Coordinate room reservations, scheduling, catering, speakers, and event logistics; serve as backup for classroom and conference room reservations.
• Support registration and enrollment processes across student populations, including issuing permissions and resolving registration issues.
• Monitor OPT status and assist students with visa-related questions in coordination with appropriate offices.
• Identify, promote, and connect students and faculty with relevant campus resources and support services.
• Collaborate with committees, staff, and campus partners to plan and execute successful departmental initiatives and events.
• Perform other duties as assigned.

Required Qualifications*

The successful candidate must:

• Hold a high school degree and a minimum of 5 years of related work 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)
• Be a self-starter and demonstrate initiative
• Possess excellent organizational skills
• Possess excellent communication skills, including listening and the ability to follow directions
• Have demonstrated a high level of critical thinking, problem-solving, and decision-making
• Be able to set priorities and handle multiple assignments 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
• Reasonable knowledge of UM policies and procedures, particularly relating to Student Services, Children on Campus, Human Resources, and FERPA regulations
• Experience working in a higher education setting for at least 4 years
• Interest in student development and college academic affairs
• Experience with the University's student services modules of M-Pathways
• Experience with the ApplyWeb program

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