<p>This position is covered by the AFSCME Clerical Union. Union/Fair share deductions may be made.</p><p>The Carlson Global Institute (CGI) is looking to hire two people to fill the roles of Operations Coordinators. One person will serve as the Front Desk Lead and the other will serve as the Information Management Lead. These two people will work closely together as a team and be cross-trained on all duties in this position description. In your cover letter, please indicate which lead role you would prefer and why you are best suited for that role.<br /><br />CGI plans and executes many of the international initiatives of the Carlson School of Management. This includes managing offshore degree programs in China and Europe and the requirement that all Carlson students (undergraduate and MBA) complete an international experience as part of the curriculum. The people in these positions perform various front desk duties and are critical to the seamless day-to-day information management for CGI and work across all different program areas within CGI.<br /><br />The people in these positions are the first points of contact for all program information and respond to questions regarding numerous activities in the office. These roles are responsible for ensuring timely opening and closing of the office, and managing departmental supplies, forms, schedules, resources and assisting with events. They are also responsible for implementing the various student data administration plans and coordinating purchasing contracts and requisitions within PeopleSoft. The data administration plans consist of maintaining student records including admissions, enrollment, course registration, grades, transcript entry, degree clearance, financial adjustments and scholarships. These roles also make process improvements to enhance office efficiency and the quality of the student experience. These positions provide a variety of administrative support services for the associate and assistant deans, including scheduling and managing calendars, preparing paperwork and other assigned tasks. They also train and manage student employees working at the front desk and will occasionally be required to work outside normal business hours.<br /><br />1. Front Desk Duties - 45%</p><ul><li>Open the office by 8:30 AM and close the office at 5:00 PM, Monday through Friday.</li><li>Serve as main contact to assist with all CGI guests and visitors. Answer telephones, screen and forward calls, take and deliver messages. </li><li>Oversee all physical spaces of the area with special attention to the public areas of the CGI suite.</li><li>Manage the calendars of and provide administrative support to the assistant and associate deans. </li><li>Manage scheduling for student advising appointments and walk-in advising hours for advisors. Assist students with creating their (PeopleSoft) education abroad profile.</li><li>Manage departmental email account by responding and redirecting email inquiries.</li><li>Provide consultation to students on basic study abroad program information including policy and procedure information. </li><li>Manage and maintain office supplies, inventory, and equipment. Place orders in EFS/PeopleSoft.</li><li>Update bulletin boards and ensure brochures, handouts, and other communications are readily available for students and guests in the CGI reception area.</li><li>Develop and maintain internal and external lists of contacts/referrals for frequently asked questions.</li><li>Update and maintain the Front Desk Reference Handbook. </li><li>Coordinate Carlson Global Institute calendar and weekly meetings and coverage of front desk when needed.</li><li>Supervise and train student employees on front desk responsibilities.</li></ul><p>2. Information Management Duties - 40%</p><ul><li>Support Associate Administrator with financial and contractual documents and processes. </li><li>Ensure proper documentation, contracts, and signatures are completed for all types of purchases.</li><li>Create and monitor requisition process in EFS/PeopleSoft for purchase orders, receipts, and facilitate payments to vendors.</li><li>Monitor students’ education abroad program status to determine timing for processing and disbursement for scholarships.</li><li>Grant students access to CGI scholarship applications.</li><li>Coordinate data for all scholarship cycles, including downloading materials and updating application status.</li><li>Post scholarships and reconcile transactions in coordination with the Scholarship Program Manager, Office of Student Finance (OSF), Carlson Institutional Advancement (IA) and the University of Minnesota Foundation.</li><li>Create U of M student accounts for students for newly admitted students.</li><li>Create Moodle/Canvas course sites for programs.</li><li>Register students in courses.</li><li>Adjust student accounts by posting appropriate transactions.</li><li>Update U of M transcripts to reflect specific courses taken at different international partner institutions.</li><li>Verify final transcript accuracy and complete degree clearance process for graduating students.</li><li>Troubleshoot student records issues with the central U of M Academic Support Resources and One Stop Student Services.</li><li>Ensure all data is complete and accurate with faculty, partner universities, and CGI staff.</li></ul><p>3. Event and Visitor Coordination - 10%</p><ul><li>Assist with departmental special events such as the annual Fall Reception and Global Matters. This includes set-up/cleanup, working registration desks, assisting guests, coordinating speaker schedules, etc.</li><li>Schedule and manage special committee meetings. This includes faculty calendar coordination, reserving space, ordering catering, setting up a beverage station, etc.</li><li>Assist with international residencies, welcome and other programs. This includes pre-arrival preparation, set-up/clean-up from meals and breaks, and other tasks as requested.</li><li>Provide onsite support for visitors to the Carlson Global Institute. This includes calendar coordination with faculty and staff, reserving space, ordering catering, welcoming in culturally appropriate manner with gifts or beverages, set-up/clean-up for spaces, etc.</li><li>Manage inventory of gifts. </li></ul><p>4. Special Projects - 5%</p><ul><li>Participate in school-wide committees as needed.</li><li>Take meeting minutes as needed. </li><li>Sort and redistribute incoming and outgoing mail. </li><li>Assist in organizing mass mailings. </li><li>Other duties as assigned.</li></ul><p>***The Employer retains the right to change or assign other duties to this position.***</p><p><br />Salary range: $17.34 - $19.13 hourly, based on experience.</p>
<p>*MINIMUM / ESSENTIAL QUALIFICATIONS:</p><ul><li>High School Diploma/GED and four years of office experience. Training/education may be substituted for some years of experience. </li><li>Computer experience including Microsoft Office</li><li>Strong organizational skills and ability to prioritize tasks with competing deadlines.</li><li>Strong customer service skills and ability to professionally interact with a wide range of people.</li><li>Experience working with international and/or diverse populations. </li><li>Experience working independently, as well as part of a team.</li></ul><p>*PREFERRED QUALIFICATIONS / SELECTION CRITERIA:</p><ul><li>Experience working with University of Minnesota and/or PeopleSoft systems</li><li>Strong calendar management skills</li><li>Experience working in higher education or a student services office</li><li>Experience providing administrative support to leadership roles</li><li>Study abroad or international travel experience</li><li>Experience with event coordination</li></ul>
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