Job Summary
BASIC FUNCTION AND RESPONSIBILITIES
The Administrative Assistant for the Newnan LSA Academic Advising Center will provide key administrative support to the director. The assistant will also assist in supporting our operations team with greeting and directing guests into the center, supporting a welcoming environment while providing professional and efficient services. They will assist in room reservations, unit events, and student hiring processes; respond to inquiries about college policies and procedures from students, parents, faculty, and staff; collect statistics to support business practices; and support other administrative processes.
The successful candidate will provide excellent customer service while being comfortable with constant change in a fast-paced student-centered environment. They will have strong organizational skills and the ability to multitask and prioritize efficiently, particularly during peak periods. They will use professionalism and integrity while working with students, faculty, and staff, and members of the general public.
SUPERVISION RECEIVED
The advising administrative assistant will report to the Newnan LSA Academic Advising Center Director.
Responsibilities*
Characteristic Duties and Responsibilities
Newnan LSA Academic Advising Center Operations Support
- Greet and assist visitors, answer phone system lines, and respond to inquiries made through email and other electronic formats (e.g., online forms)
- Provide information regarding academic advising, academic processes, external offices and departments, and general wayfinding
- Update information in the online appointment system as needed
- Maintain frontline staff work guides and manuals, as well as access to call queues and related electronic advising systems
- Collect statistics on office operations and advising appointments
- Deliver administrative support for continuous improvement activities, including but not limited to scheduling meetings, maintaining collaborative work files, and participating as a member of project teams
- Stay current through professional development with trends and best practices for continuous improvement within higher education
- Use professionalism and integrity while working with students, faculty, staff, and members of the general public
- Assist with answering phones and scheduling appointments as needed
- Screen and schedule appointments for Newnan LSA Academic Advising Center Staff
- Provide functional supervision to student support staff. Assist as needed with the training and hiring of new student staff.
Newnan LSA Academic Advising Director Support
- Assist with leadership events (e.g. advising academy, commencement, etc.)
- Monitor staff calendars, collect statistics to support business practices, distribute mail, maintain stock of office supplies
- Maintain LSA department advisor email lists and groups
- Assist with shared drive management
- Assist with department policies and procedures manual maintenance
- Assist with creating advisor sign-up spaces/sheets for events
- Assist with hiring documentation for all student and professional staff
- Assist with ordering supplies
- Daily mail checks
- Assist with external and internal room reservations
- Respond to inquiries and convey information regarding all aspects of the college's and university's student academic policies and procedures (including by not limited to emails)
- Assist with hiring processes for all student staff for orientation
- Assist with orientation scheduling calendar for events and room reservations
- Other duties as necessary
Required Qualifications*
- High school graduate or equivalent with and at least two (2) years of administrative support experience, or an equivalent combination of education and experience
- Demonstrated proficiency in providing administrative support to a high-level official
- Excellent interpersonal, written, and oral communication skills
- Self-motivated, highly dependable worker with the ability to efficiently and effectively multitask, prioritize, and problem solve
- Customer service experience
- Demonstrated ability to interact professionally with a diverse group of staff, faculty, and students
- Demonstrated ability to work as an effective member of an office team
- Demonstrated ability to handle sensitive and confidential situations that require demonstrated poise, tact, confidentiality, and diplomacy
- Strong organizational skills with the ability to learn quickly, maintain punctuality, and provide attention to detail in a fast-paced environment with frequent interruptions
- Proficiency in computer applications, including spreadsheets, word processing, and database software, including Google Suite (email and complex calendaring systems) and Microsoft
- Highly detail-oriented with the ability to logically organize large amounts of data and documentation
Desired Qualifications*
- Bachelor's degree
- Experience working in an academic advising office
- Demonstrated proficiency with both Microsoft and Google platforms
- Familiarity with academic settings and higher education policies and procedures
- Experience using Microsoft Office Excel and Google Sheets
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.
Additional Information
Mission Statement
To support undergraduate liberal arts students in achieving their success and growth by empowering them to make informed and purpose driven decisions.
Newnan advisors work with students to:
- connect and synthesize experiences inside and outside the classroom
- co-create their academic journey
- talk through the decision making process
- navigate degree requirements, policies, and procedures
- plan for post-graduation experiences
- use referrals and resources on campus and beyond
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 visit lsa.umich.edu/lsa/dei.
To learn more about LSA's Mission, Vision and Values, please visit lsa.umich.edu/strategicvision.
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.