Executive Operations/Student Services Specialist - UMD Swenson College of Science and Engineering - Academic Advising
University of Minnesota, Duluth
Location: Duluth, Minnesota
Salary: 39603.20 - 59176.00
Internal Number: 344895
The UMD Swenson College of Science and Engineering (SCSE) is seeking an Executive Operations/Student Services Specialist, job code 1865, to support its Academic Advising Office. This is a continuing, 12 month, 100% time, AFSCME Unit 6 position. Standard days and hours of work are 8 a.m. – 4:30 p.m., Monday-Friday.
This position is central to the day-to-day success of the SCSE Academic Advising Office. The incumbent will work closely with all staff members in SCSE as well as with undergraduate students who are affiliated with the Office.
Student Support (40%)
â— Assist with SCSE Curriculum Policies and program updates as needed
â— Serve as assistant to the SCSE Undergraduate Research Opportunity (UROP) Coordinator - maintain files, update and notify students via email, attend UROP meetings. There are three rounds per year.
â— Process reports/transcripts for all SCSE students each semester with GPAs below 2.0. This includes excel spreadsheets, emailing students, and communication with the Registrar's Office. Maintain reports for each category (Pl, P2, Off probation, Dismissed, etc.) Enter and delete holds. Adjust academic standing in student records.
â— Remove advising holds each semester. Includes work with Faculty during advisement time frames each term.
â— Assist with Advising and Registration (A&R) sessions. Organize and coordinate sessions with schedules, materials, etc. This is done for ~850 freshmen and ~150 transfer students each year.
â— Assist with training sessions for students who work at A&R. Coordinate/supervise student workers at A&R programs.
Admin/General Office (35%)
â— Answer the main phone line which results in a variety of problem solving issues from students, faculty, staff and the general public
â— Assist with walk-in traffic - problem solve issues, give directions and information, help with registration
â— Assist the Advising Director with Faculty training session coordination and set-up.
â— Use an imaging system for petitions and forms.
â— Establish Dean's List reports, send letters to students, update the web site.
â— Calculate Latin Honors for SCSE graduates.
â— Help in the hiring process for the SCSE student worker - assign tasks as needed.
â— Be the 'go-to' person for office repairs, equipment, and service calls.
Program and Event Support (25%)
â— Assist with coordination of Welcome Week activities for SCSE students.
â— Assist with Science and Engineering events sponsored by SCSE or admissions.
â— Coordinate the Order of the Engineer ceremony each semester.
â— Serve as assistant to the SCSE Undergraduate Research Opportunity Program (UROP) Coordinator - maintain files, update and notify students via email, attend UROP meetings. There are three rounds per year.
The Employer retains the right to change or assign other duties to this position.
â— High School Diploma/GED and four years of related office experience. Training/education may be substituted for some of the years of experience
â— Strong computer expertise in word processing, data management in a shared networked environment
â— Ability to collaborate effectively with people from a variety of communities, backgrounds, and identities
â— Demonstrated attention to detail with excellent communication, writing and organizational skills
â— Demonstrated ability to work in a highly collaborative environment as part of a close-knit team
â— Experience coordinating multi-faceted events or projects, managing, and meeting competing deadlines
â— Advanced proficiency with Microsoft Office suite (including Word, Excel, and Access)
â— Experience in a higher education setting working with students, staff and faculty
â— Experience with APlus, Astra, Canvas, People Soft, and Zoom
â— Google applications experience (email, calendar, drive, team drive, etc.)