Administrative Associate for Student Services

6 months ago

Rochester, United Kingdom University of Minnesota Full time

About the Job

The Administrative Associate for Student Services, reporting to the Assistant Vice Chancellor for Student Success, Engagement, and Equity (SSEE) will manage and support the daily and strategic operations of the SSEE area, including support of student financial aid/One Stop at the University of Minnesota Rochester (UMR). This position provides executive level coordination and student-centered support, acting as the “front door” into the SSEE area. They are responsible for establishing and maintaining a professional and cooperative working environment and for optimizing organizational effectiveness. The position requires an in-depth understanding of major initiatives, programs, and issues impacting UMR and professional-level knowledge of university administration as well as UMR academic and student development programs, and the ability for independent decision-making based on that extensive knowledge. The Administrative Associate for Student Services exercises sound judgment, tact, and the utmost diplomacy and discretion, has a thorough understanding of the priorities, expectations, and SSEE impact on student success and retention, and takes these into account in coordinating complex schedules and goals. In addition, the position requires the ability to develop a professional level knowledge of academic leadership at the University of Minnesota System level; student development and academic peers at institutions internal and external to the UM System.

Duties and Responsibilities

Office Management—35%

General office administration and operations, including meeting scheduling and meeting note taking, room and event set-up/tear-down, catering for SSEE team
events (retreats, workshops, etc.) Maintain scheduling of SSEE offices Greet and direct guests and student employees are not present, triage student walk-ins, and answer and respond to office inquiries Provide referral support to student services, guidance on how to schedule counseling appointments, etc. Supervise and train student employees working in SSEE including oversight of the Canvas site Track SSEE budgets to effectively and efficiently manage funds Use UMarket and MyWallet (university purchasing card) to purchase supply and catering needs Assist in scheduling rooms for SSEE events and meetings) Assist in scheduling testing room and managing the proctoring process and
schedule; this is a confidential process so it is important to abide by FERPA guidelines, may need to serve as a proctor at times Develop routable forms (using Jadu) to support student requests Assist with professional development requests and registrations and travel authorizations

Administrative Support—25%

Coordinate assessment orders (Strengths and IDI for CLI courses - order codes, distribute results, troubleshoot) Assist in Data Collection and Assessment (including data within RaptorLink) Assist in preparing incoming students’ records (APAS printing) for New Raptor Advising and Registration Coordinate Ucard distribution Support logistics behind mock interviews twice annually Support the food pantry and serve on the food committee (food pantry group)

Programming Support—20%

Serve on the planning committee for Bridge/New Raptor Ready Week and New Raptor Advising and Registration Assist with Canvas Site Content Management (New Raptor Registration and Advising, Student Staff Training, Student Success Coach Training Materials) Assist with room and technology needs Support logistics for room set-up and event preparation Resource fair communication and logistical support Assist with transportation reservations for the unit

Communication and Marketing—10%

Assist with student communication through the Raptor Report, announcements, event advertising, special event advertising, promotional materials, and more, at the direction of the AVC and with consultation from Marketing and Communications Support Zoom events (while moderators are in session, set-up breakout
rooms behind the scenes)

Career Development & Training—5%

Attend regularly scheduled SSEE Meetings Attend regularly scheduled career development and diversity meetings Participate in special projects and committees as needed

Other Duties as assigned 5%

Days and Schedule
Most work days are Monday - Friday with limited evening and weekend commitments. Schedule flexibility is available, including some off-site/remote flexibility, with an
expectation to work on campus at least 80% of the time (four days per week).
 

Qualifications

Qualifications 
Candidates must have the following minimum qualifications:

BA/BS with at least two years of experience or a combination of related education and experience totaling six years; position involved comparing, verifying, and
reconciling data to help the team achieve overall objectives.

Preferred 

Master’s degree Experience in Google applications (including Calendar, Documents, Forms, and Sites) A demonstrated commitment to diversity, equity, and intercultural competencies. Familiarity with equity-minded strategies for supporting the academic success and well-being of students Demonstrated experience and understanding of working with private student data and confidential information Experience tracking and interpreting data relevant to their work and using that information for work and process improvement A commitment to knowledge creation and research in higher education Familiarity with PeopleSoft system or comparable student records database The desire and ability to work in a collaborative, team environment An innovative mindset and the ability to operate in a sometimes-ambiguous environment The ability to learn and disseminate detailed information using a high level of interpersonal skills Excellent oral and written communication skills Self-motivation, excellent time management, and organization skills Experience utilizing a diverse range of technologies Capacity to work occasional evenings and weekends
 

Benefits

Working at the University

At the University of Minnesota, you’ll find a flexible work environment and supportive colleagues who are interested in lifelong learning. We prioritize work-life balance, allowing you to invest in the future of your career and in your life outside of work.

The University also offers a comprehensive benefits package that includes:

Competitive wages, paid holidays, and generous time off Continuous learning opportunities through professional training and degree-seeking programs supported by the Low-cost medical, dental, and pharmacy plans Healthcare and dependent care flexible spending accounts University HSA contributions Disability and employer-paid life insurance Employee wellbeing program Excellent retirement plans with employer contribution Public Service Loan Forgiveness (PSLF) Financial counseling services  Employee Assistance Program with eight sessions of counseling at no cost

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