Information Services Coordinator

University of Michigan-Ann Arbor

Ann Arbor , MI

ID: 7055162
Posted: January 9, 2019

Job Description

Job Summary
The College of Literature, Science, and the Arts (LSA) invites applications for an Information Services Coordinator on the LSA Opportunity Hub Team. The Opportunity Hub reports to the Assistant Dean for Student Development and Career Initiatives and is housed under the LSA Dean’s Office. The Opportunity Hub is a transformational initiative to encourage all students to connect their liberal arts education with their goals and aspirations. Hub staff collaborate with campus partners to facilitate access to experiential learning opportunities both on and off campus, funding, employer partnerships, and alumni mentors. Through these channels, the Opportunity Hub helps students explore challenging, diverse opportunities, discover what matters most to them in their education and beyond, and put their liberal arts education to work.

We are seeking candidates who have an innovative approach to work; enjoy working in a fast-paced, evolving area; are comfortable taking action in a growing and changing workplace; and who will actively engage in a dynamic, high-performing, collegial team environment. Candidates must prize and work to further our desire for inclusivity. We seek candidates with a commitment to creating access to opportunities for our diverse population of LSA students, and have an interest in and commitment to the liberal arts.

Responsibilities*
The Information Services Coordinator will serve as a point of contact for the LSA and U-M community in the Hub space. They will work closely with the Opportunity Hub team to handle all inquiries through the Information Desk for the Hub. The Information Services Coordinator will coordinate important administrative tasks around new and changing activities; document and follow through on process development; and proactively anticipate support needed for the team. The person in this position will also help maintain an efficient office environment through a variety of organizational tasks and be expected to perform tasks to support a wide range of employees. This position reports to the Assistant Director of Student Engagement.

Information Services: 35%

Answer front-line inquiries from employers, students, campus partners, and visitors, helping to create a smooth intake into the Hub and clear and consistent messaging
Route calls and visitors appropriately, providing triage services during drop in coaching hours
Collect and report data on student and front desk traffic to document types of inquiries to shape service and approach to entry into the Hub
Manage and schedule Hub coaching appointments
Organize incoming LSA Opportunity Hub email by assigning messages to appropriate staff; document trends and work with Communication Specialist to shape responses that answer questions and convey the values and approach of the Hub
Maintain checkout system for Hub materials and technology
Create Information Services resources
Assist constituents (students, employers, alumni, and non-Hub faculty and staff) and Hub staff with using and navigating the LSA Opportunity Network and other systems employed by the Hub
Assist with management of accounts in the LSA Opportunity Network, including setting up guest student accounts for non-Hub faculty and staff
Reserve huddle rooms and conference rooms for staff
Supervision of Hub Interns: 35%

Supervise 6-12 student interns in their work at the Information Desk, including setting work schedules
Train and support Information Services student interns on the following:
Answer front-line inquiries from employers, students, campus partners, and visitors, helping to create a smooth intake into the Hub and clear and consistent messaging
Route calls and visitors appropriately, providing triage services during busy times
Collect and report data on student and front desk traffic to document types of inquiries to shape service and approach to entry into the Hub
Schedule coaching appointments
Maintain checkout system for Hub materials and technology
Create Information Services resources
Assist constituents (students, employers, alumni, and non-Hub faculty and staff) and Hub staff with using and navigating the LSA Opportunity Network and other systems employed by the Hub
Create and distribute monthly publication of internal newsletter
Ensure proper daily opening and closing of the Hub
Maintain tidiness of Hub, kitchen, and huddle rooms
Maintain adequate supply of promotional materials at the Information Services desk
Maintain checkout system for Hub materials and technology
Create Information Services resources
Alongside the Assistant Director of Student Engagement, monitor intern progress through Information Services Development Model
Assist with planning, developing, and coordinating intern professional development opportunities
Administrative Support for Hub Intern Staffing: 20%

Create, maintain, and communicate intern work shift schedules
Manage Hub Intern Schedule Google calendar
Schedule monthly all-intern meetings and monthly supervisor meetings
Provide support for organization and preparation for Hub hiring
Provide administrative support for intern supervisors
Assist with planning and of new intern orientation
Order food for meetings
General Administrative Support: 5%

In collaboration with lead and administrative teams, work on special projects as needed
Provide additional support to administrative team during peak times
Provide backup administrative support to provide coverage for administrative team absences
Provide staffing support at Hub events
Professional Development: 5%

Attend workshops, trainings, institutes, and conferences related to the profession and Hub mission
Actively engage and contribute to the profession at campus, local, regional, and/or national level
Be an active member of related professional organizations
Attend meetings, represent LSA & Hub interests, and participate in sub-committee partnership work within the Career Services Network, a professional network of University of Michigan Administrators
Remain current on research, scholarship, and best practices related to the liberal arts, higher education, and position specific requirements
Required Qualifications*
Associate's degree or equivalent combination of education and/or relevant experience
Inviting, open, inclusive customer service approach to work
Demonstrated interest or experience in student services
Strong communication and interpersonal skills
Ability to evaluate the effectiveness of operations and recommend changes
Ability to analyze and resolve complex requests and issues
Appreciation of and ability to articulate the value of the liberal arts
Successful experience working in a collaborative, team environment
High level of organizational ability, including the ability to organize and coordinate a diverse workload with attention to detail and ability to meet deadlines
Capacity to use independent judgment, diplomacy, and maintain confidentiality with a positive service-oriented attitude
Flexibility to meet changing priorities
Demonstrated investment in issues of equity, access and inclusion
Must be able to set priorities, work simultaneously on numerous projects, and meet deadlines
Demonstrated attention to detail and ability to handle sensitive material
Proficiency using Microsoft Office and the Google software suite




 

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