Student Affairs Executive Assistant - Law School

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

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.

100% time, continuing, AFSCME Clerical, primarily in-person working. Salary is dependent upon experience and qualifications with a range of $21.84-$32.77 per hour.

Duties/Responsibilities:
Customer Service & Administrative Support (25%)

• 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.
• Handle general administrative tasks including ordering office supplies, business cards, managing parking vouchers, and FedEx shipments.
• Complete ongoing projects such as scanning files into Perceptive Content, mailings, compiling packets, data entry.
• 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.
• Familiarize oneself with the Minnesota Law App and assist in data entry/push notifications as needed.
• 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.

Program Support for Assistant Dean of DEI and Director of Academic and Bar Support (25%)

• Provide program and administrative support to both the Assistant Dean of DEI and the Director of Academic and Bar Success by completing administrative tasks, such as expense reimbursements, PCard purchases, room reservations, food orders, and event support.
• Manage and maintain appointment calendars for both roles through the APLUS advising system.

Student Affairs Advising Administration (20%)

• Manage 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.
• Check-in students as they arrive for their appointments and note their arrival in APLUS.
• Create appointments on advisor’s calendars for students that either cannot make an appointment time that is available or have a need to speak with an advisor sooner.
• 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 Organization and Programs Administration (20%)

• Provide administrative support to Senior Coordinator for Diversity and Student Programs.
• 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.

Registrar Administration (10%)

• Support Registrar team in the administration of their duties.
• Provide support as needed during registration and exam time periods.
• Assist with preparing queries, reports, statistics, tables, charts based on information compiled from various sources.

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.

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 cover letter and 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-UOHR (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: https://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.

Please note: All employees at the University of Minnesota are required to comply with the University’s Administrative Policy: COVID-19 Vaccination and Safety Protocol by either providing proof of being fully vaccinated on their first day of employment, or complete a request for an exemption for medical exemption or religious reasons. To learn more please visit: https://safe-campus.umn.edu/return-campus/get-the-vax

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.