Administrative/Support, Other Staff/Administrative, Staff/Administrative
FT Staff - UDMPSSA
This position is the primary provider of administrative support to the Assistant Deans in the College of Engineering & Science and “diagnoses” and “triages” academic questions and issues from students and faculty by resolving or referring to appropriate sources of support. This individual will have the responsibility for initiating, coordinating, and performing the functions required for the effective implementation of academic policies and procedures in order to assist students, faculty, and administrators.
Essential Duties and Responsibilities
(1) Manage and process all incoming and prospective students to the College of Engineering & Science. A. Dual Enrollment/High School students 1. Ensure all paperwork/online forms for high school students have been received. 2. Order textbooks and supplies. 3. Other logistical needs for the students/instructors.
B. Freshmen and prospective students 1. Advising information prepared and distributed to faculty advisors for admitted freshmen attending SOAR. 2. Work with Admissions and Student Success Center to manage placement testing. 3. Assist with recruiting events.
C. Transfer Students 1. Create/provide pertinent information for transfer students and assure initial records are complete. 2. Work with Admissions and Student Success Center to manage placement testing. 3. Manage in-coming transcripts and work with Transfer Team as needed.
D. Graduate Students 1. Based on information received from the Chairs/Assistant Dean, request document holds (via Registrar’s Office) and add Advisor Note information for admitted graduate students.
E. International Students 1. Assist with on-boarding, orientation/ work with China Program staff. 2. Review physical transcripts from new international students and request Document Hold release from Registrar when appropriate.
F. Other: Maintain Unclassified, Guest student, Inactive, graduated etc. files.
(2) Maintain and proactively identify issues with all aspects of the academic records for all Engineering, Science, and Mathematics students (undergraduate and graduate) in the College of Engineering & Science. A. Prepare letters to dismissed, probation or academic warning students (including special program letters such as 7-Year Dental Program letters, ReBUILDetroit letters, and 5-year accelerated letters) and enter advising note at the end of every term. B. Track students required to meet with Chairs or Deans to complete Probation contracts. Follow up as needed. Assist with scheduling appointments as needed. C. Ensure student electronic records are complete including major, advisor assignments, etc. each term. Process paperwork and update students’ electronic records as needed (advisor notes, etc.) D. Scan paperwork and attach to student electronic record – when this feature is available. (BDMS – will need to train once implemented.) E. Assist the Assistant Deans as needed (Academic Integrity Hearings, Grievance Committees meetings, reports, letters, etc.). F. Review for completeness and input overrides (if appropriate) for registration. Consult Assistant Deans as needed. (Rare task due to automation of process.) G. Review for completeness – student registration forms. (Rare task due to automation of process.) H. Review and process Request for Transfer Credit forms when appropriate. Enter advising note. I. Manage missing prerequisite report prior to each term, follow up with depts., communicate with students etc. as needed. J. Assist E&S Chairs to prepare forms (e.g. Subs), paperwork, etc.
(3) Supporting academic policies/procedures/events throughout academic year. A. Prepare reports on academic data as needed (GPA reports, retention, etc.). Use Excel functions to perform data analysis (e.g., Pivot tables, Vlookup, etc.) and generate reports. B. Assist with Class Schedule including creating an accurate full AY spreadsheet of all faculty load, overloads, adjunct pay etc. C. Prepare and coordinate academic events in the College, including (but not limited to) Honors Convocation and Commencement. D. Coordinate the collection of Syllabi each semester. Conduct initial review for missing items based on MFA guidelines. E. Assist with summer camps, summer bridge programs etc. as needed. F. Confirm all documents for the Directed Studies bank for faculty. G. Create form and process for directed study/thesis/dissertation etc. payments. H. Catalog – basic assistance with yearly edits (copying prior year’s info for chairs, inactive courses, changes to prereqs etc.). [Possibly learn Cascade to assist with direct catalog editing] I. Organize OneDrive RECORDS OFFICE Folder. Update existing forms such as removing old logo and replacing with new logo, create fillable pdf forms, etc.
(4) Handle Commencement responsibilities for the College. Accountable for graduation preparation. A. Complete a graduation audit of the academic record of every student applying for graduation in the College of Engineering & Science before their last semester begins (with appropriate assistance from other offices). Determine which students are missing requirements; communicate deficiencies directly to students/department/assistant deans as appropriate. B. For graduating undergraduates, verify that undergraduate students have 2.00 or above GPA overall and in the major. Determine Latin Honors. Verify that the student has completed the minimum number of credits to receive degree. Consult with Minor advisor to determine requirements have been met. C. For graduating graduate students, verify that student has 3.00 or above GPA overall and in major courses. Also, verify that student has completed specific requirements relevant to degree, (including thesis and dissertation when applicable). D. Coordinate certification process with chairs/directors/deans. E. Order diplomas. F. Prepare and coordinate the E & S portion of the commencement program with the Registrar’s Office and Marketing & Communications Dept. G. Handle the numbering for the seating arrangement. H. Receive diplomas for the College. Verify which graduating students have holds. Distribute diplomas to E&S students without holds the week following commencement or when assigned. Mail diplomas to students without holds that did not pick them up.
(5) Interface with students and other University offices (via walk-in, phone, email) to ensure smooth flow of student academic services and building issues. A. Initial contact office for all students and faculty regarding E&S academic matters. Resolve issues as able, follow up with assistant deans as needed. B. Serve as liaison with other University offices in resolution of daily administrative and operational issues. C. Organize and maintain keys for faculty and students, including ordering, adding appropriate key holds, and managing the return of keys by students/faculty. D. Order signage as needed. E. Look for and respond to building issues. Submit facility tickets as needed.
(6) Performs other duties as needed or assigned.
Education: A high school diploma or GED
Experience: Six months to two years of similar or related experience.
Knowledge, Skills and Abilities
(1) Must be technologically proficient, including working knowledge of advanced Microsoft Office (Excel, Word, etc.) shared drives, databases, creating fillable forms, and mail merges. Ability to produce requested data reports (such as Argos). Must be comfortable working with databases and managing communication and information in a networked environment. Must stay current with technological trends, developments, and advances needed to perform job.
(2) Project management skills: ability to conduct and coordinate multiple activities/projects and deadlines simultaneously according to the academic calendar. Proactively keep track of and perform cyclical projects. Ability to adapt to change.
(3) Must be detail-oriented and well-organized.
(4) Work independently with minimal supervision.
(5) Ability to develop and apply understanding of College Catalog, University policies, and College of Engineering & Science programs, prerequisites, admission criteria, and procedures in order to support enforcement and record keeping.
(6) Excellent customer service skills: ability to create positive interactions with students, colleagues, and administrators across the University; actively communicate with others in a timely & professional manner; maintain a collaborative working relationship with others to improve performance. Interface well with others, know who to go to and how to communicate issues/needs.
(7) Demonstrated ability to meet and exceed organizational goals in a fast-paced environment; continually improves performance; takes personal accountability for decisions, actions and outcomes.
(8) Ability to settle differences in productive ways while minimizing disruptions both internally and externally.
(9) Treat students, parents, co-workers, faculty, alumni and guests in a respectful manner that demonstrates compassion and sensitivity to a variety of styles and cultural backgrounds.
(10) Problem Solving skills – Identifies potential problems, articulates/classifies issues and is able to determine next steps; applies sound analytical and reasoning skills during the problem-solving process; analyzes the data gathered and reaches a solution or provides a summary for a management decision when needed. Knows when to escalate problems.
Job may require lifting light weight objects (1 to 10 pounds) with no repetitive bending or stooping. Occasionally lift average weight objects (1 to 10 pounds).
Regular exposure to favorable conditions such as those found in a normal office.
Grade 10 - $21.8124
Monday through Friday; 8:30 a.m. – 5:00 p.m.
Internal Number: SC9992-0301-1309
About University of Detroit Mercy
The University of Detroit Mercy has one goal - to help our students realize their dreams and ambitions. We fulfill that goal by offering challenging academic programs taught by talented, committed professors and supplemented by hands-on research, co-op, and internship opportunities.