Job Details

A cover letter is required for consideration for this position. The cover letter must be attached as the first page of your resume, and it should address your specific interest in the position and outline skills and experience that relate directly to this position.

The 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. To learn more about the department, please visit https://lsa.umich.edu/rll

Effort percentages (listed below) are approximate and will vary throughout the academic year.

This position has an in-person schedule Monday-Friday during fall and winter terms. During spring and summer terms, this position has a hybrid schedule (some in-person days, some remote/synchronous days).

Duties will include, but are not limited to:

Reception 40%

• First point of contact for walk-in, e-mail, and phone requests from students, faculty, staff, other units on campus, and members of the public
• Answer questions about policies and procedures (RLL, LSA, and U-M). Forward detailed inquiries as appropriate to RLL staff colleagues
• Coordinate room scheduling for departmental conference rooms and Registrar's Office- managed classroom spaces
• Maintain department mailboxes, directories, email groups, and office hours
• Receive, submit, and follow up on requests related to building facilities, IT, and copiers
• Process incoming and outgoing mail and package deliveries
• Take supply inventory, place supply orders, and organize items received
• Maintain orderly and usable department spaces (copy rooms, classrooms, conference rooms, etc.)
• Provide registration support to students, including level change requests

Provide support to Undergraduate Advising Coordinator 25%

• Respond to walk-in and phone/email advising questions
• Input and manage faculty advising appointment calendar
• Update and create advising documentation and webpages
• Prepare 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 students
• Back-up for study abroad and transfer credit evaluations
• Assist with major/minor releases 

• Coordinate RLL's Undergraduate Exit Survey and format results

   

Departmental support 20%

• Supervise 1-2 student staff members (approximately 7-10 hours/week, each)
• Manage content and format updates to department website, departmental intranet, and digital signage
• First point of contact for AAPS Community Resource program
• Serve 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 maintenance
• Assist with event support
• Coordinate weekly language coffee hours, including creating promotional materials and ordering supplies

• Annually request and archive syllabi

   

Event Liaison & Support 15%

• Serve as the department's liaison to the Public Relations Team for event support and departmental placement of marketing materials
• Support departmental communications about upcoming events
• Departmental website/social media updates
• Partner 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 payments
• Secondary event space preparation/cleanup
• Graphic design