This position is covered by the AFSCME Clerical Union. Union/Fair share deductions may be made.
Front Office/Receptionist (50%)
Open and close the office each day.
Responsible for oversight of the front lobby.
Serve as first point of contact to students, staff, faculty, and visitors, and provide excellent customer service, taking the necessary time to provide accurate information to each individual.
Serve as a receptionist for both the UGP and UBCC front desks.
Provide accurate information, assistance and support in response to questions on programs and procedures including, but not limited to: University policy and procedures, program requirements, transfer policies, admission requirements, career fairs, workshops, student registration, mock interviews, and on-campus recruiting.
Create operational processes to ensure efficiency for the Undergraduate Program office and Undergraduate Business Career Center and recommend revisions to existing policies and procedures.
Possess working knowledge of the University of Minnesota system, colleges, and campus, and make accurate referrals.
Possess an in-depth knowledge of PeopleSoft, UM Reports, APLUS, Perceptive Content, WorkFlow Gen and Google Calendar, and make PeopleSoft updates as needed.
Independently evaluate student requests for class access and provide access/permission into classes when appropriate; work closely with the Director of Student Services and Student Services Coordinator to problem solve issues with enrollment.
Assign/update academic advisor of record and student groups for students.
Collaborate with Director of Student Services to manage the advising staff calendar for drop-in advising hours.
Schedule student appointments for advising and coaching staff, maintain calendar of appointments, and proactively take initiative to find solutions when there are conflicts with the schedule.
Supervise Student Employees (15%)
Supervise student employees, whose jobs include answering phones, copying materials, maintaining handouts, and assisting staff, students, employers, faculty, and guests; provide performance feedback.
Manage online department project request list, coordinate with requestors, and distribute projects to student employees to ensure timely project completion.
Develop content and facilitate robust training and development program for student employees to align with Student Development Outcomes put forth by the Office of Student Affairs on topics related to front desk operations, policies, and procedures.
Hire student employees as needed.
Stay abreast of resources available through the Student Employment Leadership Program and promote employee participation as appropriate.
Administrative Support (35%)
Manage the departmental e-mail account daily, respond to inquiries, determine the appropriate action and use the appropriate resources for delivery of information.
Process WorkFlow Gen evaluations by assigning appropriate advising staff, and respond to student inquiries about evaluations.
Implement, manage, and analyze UG usage data reports, including appointments, phone calls, drop-in appointments, and lobby usage.
Provide monthly dashboard to Director of Student Services, highlighting student and visitor summaries.
Evaluate and document front desk processes.
Maintain and develop content for the front desk Google Site resource.
Manage supply of various forms, University publications, academic and transfer-related information sheets and materials located in the lobby. Update information sheets, track usage, and order supplies as necessary.
Serve as the front-line contact for all transfer admission inquiries, questions, or concerns.
Work closely with the Director of Recruitment and Admissions and the Transfer Admissions Coordinator to stay abreast of transfer admission information to provide accurate information to prospective transfer students; manage communication and messaging regarding transfer admission to all front desk staff.
Collaborate with the Accounting department regarding Acct 5101 pretest administration through dissemination of sample pretest and instructions, answering questions and directing inquiries to the appropriate Accounting department contact, and making updates to students’ records following the successful passing of the pretest.
Responsible for office supply inventory and placing orders by developing and managing a streamlined ordering process to ensure inventory levels and event supplies are maintained appropriately.
Provide support for weekly meetings of Scholastic Committee, including entering petitions and maintaining the petition database.
Maintain printer supply ordering; coordinate maintenance, repairs, and replacement through Carlson IT.
Responsible for timely processing of reimbursements and purchasing card transactions.
Provide daily calendar support to the Director of Diversity Initiatives including scheduling and contacting attendees.
Provide administrative support for search committees to include: coordinating and scheduling meetings, processing appropriate paperwork in a timely fashion, and assisting with other functions of the committee as determined by the committee chair.
Manage parking passes for UG & UBCC guests.
Salary range: $15.70 - $26.41 hourly
** The employer reserves the right to change or assign other duties to this position **
Minimum / Essential Qualifications:
High school diploma/GED and four years of experience beyond HS to include two years of student support experience.
Demonstrated excellent customer service skills.
Demonstrated excellent communication (both written and oral) and organizational skills.
Previous experience scheduling appointments and managing multiple calendars.
Demonstrated advanced Microsoft Office knowledge (to include Word, Excel, and PowerPoint).
Documented advanced project coordination ability to balance many job functions and competing demands in a fast-paced, service-oriented, teamwork-driven office environment.
Preferred Qualifications / Selection Criteria:
Demonstrated understanding of University systems, academic cycles, calendar systems, and student services.
Prior experience working directly with undergraduate students.
Demonstrated evidence of supervisory experience.
Demonstrated knowledge of transfer admission process.
Experience maintaining databases.
Demonstrated ability to juggle multiple priorities for multiple people.
Experience with PeopleSoft, Reporting Center, APLUS, ImageNow/Perceptive Content and Google Calendar.
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.