Student Affairs Executive Assistant

This role provides critical support to the Office of Student Affairs, including exemplary customer service in a friendly and professional manner, and excellent project management skills. This person will have a high degree of contact with faculty, staff and students and must be able to adapt quickly and professionally. The person must have excellent attention to detail and interpersonal skills. The Law School is proud to serve a diverse and varied group of internal and external constituents. This candidate will need to work effectively across these diverse communities.

Duties/Responsibilities:
Customer Service & Administrative Support (30%)
* Serve as the first point of contact for the Office of Student Affairs. Respond to and prioritize the handling of various inquiries and requests from internal and external entities.
* Greet students, alumni and members of the public. Answer basic questions and screen inquiries. Assist students, faculty, and visitors by directing them to appropriate sources.
* Monitor and respond to the department's primary email address. Compose, format, and edit written correspondence.
* Answer telephone. Relay messages to appropriate staff and refer callers to the appropriate sources.
* Maintain office standards and protocol for customer service. Provide insight and feedback for continued process improvement.
* Maintain office organization, order supplies, and manage office-related tasks.
* Complete ongoing projects such as scanning files into Perceptive Content, mailings, compiling packets, data entry.
* Conduct daily mail pick up and office machine maintenance.
* Prepare and/or incorporate complex reports, charts, tables, graphs, slides and other materials.
* Perform research tasks as necessary to benchmark with other institutions.

Student Affairs Programs and Embedded Counselor Support (20%)
* Provide event planning support for Student Affairs events and programs such as Orientation, Registration, and Exam Periods, including scheduling programs, reserving rooms and requesting technology support, tracking attendance, ordering food, handling set-up, and providing other support for Student Affairs events.
* Coordinate with Finance to administer student organization reimbursements and check requests.
* Complete supply and food orders for pre-approved student organization expenses.
* Collect and track Student Organization financial data.
* Provide support to the Registrar team as needed during registration and exam time periods.
* Support the Law School's Embedded Wellness Counselor with non-clinical administrative tasks as needed.

Program Support for the Office of Academic & Bar Support Success (20%)
* Provide program and administrative support to the Academic and Bar Success Team by completing administrative tasks, such as expense reimbursements, PCard purchases, room reservations, food orders, and event support.
* Assist in the regular creation, maintenance and access of files and records for the Structured Study Group Program each academic year as needed.
* Manage and maintain appointment calendars as needed through the APLUS advising system.

Student Affairs Advising Administration (15%)
* Assist with managing the Student Appointment Calendar through APLUS, a University of Minnesota home-grown advising program
* Triage student concerns to the proper staff member's calendar, including managing drop-in appointments with an immediate need to speak with an advisor.
* Participate in tracking and maintaining data pertaining to student advising appointments
* Organize and maintain archives and records for ongoing reference and long-term metrics.
* Review administrative processes and procedures and recommend and implement changes.

Student Affairs Exam Administration (15%)
* Assist the Senior Coordinator of Student Affairs Operations & Associate Registrar as needed with administrative support for both midterm and final exam needs, including exam room reservations and assignments, mail merges for notifying students of approved variances.
* Set up exam rooms prior to the exam start and serve as a proctor throughout exam periods.

MINIMUM / ESSENTIAL QUALIFICATIONS:
* High School Diploma/GED and four years of related office experience. Training and/or education may be substituted for some of the years of experience.
* Customer service experience, especially with persons with high levels of education.
* Ability to work with a diverse community.
* Ability to develop systems to improve the efficiency and effectiveness of services provided to students, alumni, faculty, and staff.
* Outstanding organizational skills, initiative, flexibility and adaptability.
* Strong interpersonal, verbal, and written communication skills
* Excellent attention to detail
* Strong technology, data-management, and analytical skills.
* Self-directed; comfortable working independently
* Ability to handle confidential information
* Ability to lift, carry, push, pull, or otherwise move objects up to 15 pounds.

PREFERRED QUALIFICATIONS:
* Proven ability to provide excellent organizational, administrative, and time management skills with the ability to balance many job functions and competing demands in a fast-paced office environment.
* Experience working collaboratively across departments.
* Experience in event planning or program management.
* Data entry experience.
* Desire to participate in and promote process improvement.
* Familiarity with Microsoft Office and Google Docs
* Experience in campus advising tools (APLUS)
* Enjoys working as part of a team

The University of Minnesota Law School Office of Student Affairs team is committed to holistically supporting students while fostering a sense of belonging. The Student Affairs team focuses on multiple work areas that include the Registrar, student advising, student organizations and programs, accommodations, and overall community building for all students. From the moment that students step through the doors of Mondale Hall during their first day of Orientation, Student Affairs is actively working to create a space that enhances the educational experience while providing an environment where relationships can flourish. The Student Affairs team is also in the process of creating and implementing additional programs that focus on wellness and wellbeing, racial equity, and professional identity formation.

Pay Range: $22.71 - $34.08; depending on education/qualifications/experience

Time Appointment Category: 100% Appointment (If job description above does not specify appointment or expected weekly hours, assume a 100% appointment.)

Position Type: Civil-Service & Non-Faculty Labor Represented Staff

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University 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 Regents Tuition Benefit Program
• 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) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will have the opportunity to complete an online application for the position and attach a resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).