Position Overview: This position reports to the Department Office Manager. This Student Services Specialist will provide internal and external operational assistance, oversight of the student services front desk and operations as well as critical support to the student services team around curriculum, scholarships, and course scheduling. It requires the ability to work independently while performing assigned operations and student support services.
Front Desk Management - 30%
First point of contact for the CS&E Student Services Office, staffing the front desk and providing support and assistance to all visitors. Ensures a continuous physical presence at the front desk during regular business hours.
Greets and engages visitors to determine needed services, directing them to the appropriate advising resource.
Primary user for shared departmental email account.
Responsible for answering CS&E multi-line telephone system, connecting callers to advisors, staff, and interdepartmental offices as needed.
Lead check-ins for student appointments during scheduled advising times. Maintain self-service advising check-in kiosks. Determines if student concerns should be escalated outside of advising hours.
Fulfill examination copy and document scan requests for teaching assistants, postdocs, faculty, and staff.
Maintain the professional appearance of the CS&E Student Services Office, as well as the cleanliness and tidiness of the mail and copy center.
Schedule and coordinate access to CS&E conference rooms via Google calendar. Problem solve scheduling conflicts.
Coordinate all external mail, both incoming and outgoing (USPS, UPS, Fedex, ect.)
Coordinate all internal mail, both incoming and outgoing (Faculty/TA course mailboxes, campus mail, campus courier, ect.)
Primary user of JM4 for parking validations. Issues validations for departmental guests & and creates reports of parking charges. Requests parking vouchers for large departmental events.
Maintain knowledge of and apply university, college, and departmental policies and procedures related to student and faculty needs.
Student Services Support - 45%
Coordinating, creating, and organizing google drive office procedures and related documentation. Grant access to the student services office drive to specific staff roles, and audit access clearances at the end of each semester.
Establishes new office procedures/processes as needed in coordination with the Department Office Manager.
Maintain staff office coverage calendar and update at the end of each semester. Work with the Department Office Manager to ensure there is appropriate office coverage at all times.
Generate permission numbers in PeopleSoft at the beginning of each semester and upload them into the google drive database for use.
Grant permission numbers to students after consultation with faculty members, advisors, or the Department Office Manager.
Work with the Department Office Manager to direct late registration inquiries and requests.
Support Office Manager by serving as CCS (Collaborative Course Scheduling) auditor by reviewing course schedules for accuracy & compliance with OCM guidelines.
Track enrollments by semester, reporting on data.
Prepare classroom & lab scheduling grids by semester for CSci courses.
Academic Advisor Assignments
Coordinate new Undergraduate Academic Advisor assignments and updates each semester. Support the Student Services Manager and Senior Undergraduate Advisor in determining advising caseloads and ratios. Train student workers on the procedure for updating advisor assignments in PeopleSoft, and keep process documentation up to date.
Intake of Applications to the CSci BS/BA Major
Coordinate the intake and processing of new applications to CSci BS/BA programs each semester. Train student workers on the procedure to enter applications into APLUS and keep process documentation up to date.
Supports Student Services Manager with preliminary reviews of scholarship applications. Prepares applications for academic advisor final review.
Undergraduate and Graduate TA Training on Office Procedures
Partner with the Department Office Manager to review, update, and establish new TA best practices for working with office staff. Keeps the TA Guide to the Office up to date, disseminating the document to both undergraduate and graduate TAs every semester.
Partner with the Undergraduate and Graduate TA supervisors to hold regular TA trainings each semester, providing insight on office policies and procedures.
Enroll new graduate TAs in CSE:TALK summer program.
Coordinate enrollment in GRAD 5102 & GRAD 5105 for International Graduate TAs. Works with CEI to schedule SETTA examinations for Graduate TAs who may test out of GRAD 5102 & GRAD 5105.
Undergraduate TA Coordinator support
Help manage the UG TA application process including reviewing applicants and sending information about scheduling interviews.
Review and update email templates.
Send communications to instructors, current UG TAs, and candidates.
Data tracking and visualization to identify patterns and trends.
Coordinate the ordering of course textbooks each semester, intaking textbook orders from faculty and communicating them to the U of M bookstore.
Maintain database of historical textbook and course material orders.
Facilitate the departmental purchase of textbooks for Graduate TAs.
Supervisory Duties - 10%
Provides training, supervision, and professional development to 3 - 4 student workers who will oversee front office operations of Lind Hall.
Manages overall semester schedule for student employees and is first point of contact for students who are sick or need to adjust the schedule
Collaborate with CS&E student services team to collect projects for student workers and ensure the timely completion of assigned tasks.
Student Services Resource Management - 5%
Manage the check-in and check-out of all departmental tech to students, staff, and faculty.
Maintain inventory of all staff computers, technology, and other departmental equipment.
Maintain upkeep of CS&E advising check-in kiosks.
Manage the check-in and check-out of all departmental textbooks to students and faculty.
University-Wide, Collegiate & Department Citizenship - 5%
Participate in department, college, or university level committees, attend training sessions for professional and skill development, and/or volunteer.
Other Duties - 5%
As a member of Team CS&E job duties and special projects may be required, as needed. Accommodations are always considered for employees when non-specific work is requested.
Required Qualifications: â— BA/BS or a combination of related education and work experience to equal four years â— Ability to apply knowledge and skill to a recurring task or activity with emphasis on precision and timeliness of execution
Preferred Qualifications: â— Knowledge of PeopleSoft applications â— General computer skills including Microsoft Office Suite and Google Applications â— Demonstrated problem-solving, organizational, and project management skills â— Accurate and efficient data entry and keyboarding
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.