want to be a part of a student focused, collaborative, creative team
are committed to racial equity and its intersection with career services as we continue to make our services inclusive, accessible, and high impact
enjoy being in a primarily in-person role which includes duties related to front desk and resource room coordination and delivering empathetic and enthusiastic customer service
are process-minded and like using technology to solve problems that help people
are interested in the field of career services (career counseling, employer engagement, programming and hosting career events, teaching career courses, developing technology and resources to assist undergraduate liberal arts students in exploring majors and careers)
believe in the value of the liberal arts
Front Office Coordination (55%)
Oversee operations of the CLA Career services in-person and virtual front desk including staff coverage and oversight of career counselor appointment process and drop-in peer advising notification. Proactively take initiative to find solutions when scheduling issues and/or conflicts arise. Serve as the first point of contact and primary representative for the CLA Career Services office.
Work with career services team in identifying, challenging, and removing barriers to access at the individual, community, and system level through a racial equity and social justice lens. Help us make our office work better for students.
Provide proactive customer service and accurate information, assistance and support in response to questions about career services events, classes, programming and resources.
Create operational processes to ensure efficiency for the Career Center and recommend revisions to existing policies and procedures; Evaluate, document and update front desk web manual and training guides.
Develop and seek out knowledge of the College of Liberal Arts (CLA) and the University of Minnesota offices & resources to make accurate and well informed referrals.
Attend in-person and online training to obtain an in-depth knowledge of the following web based applications: PeopleSoft, Zoom, ECS (Electronic Course Scheduling), UM Reports, Handshake job posting system, APLUS (student appointment scheduling system), Salesforce and Google Calendar, among others.
Independently evaluate student requests for class access and provide access/permission into classes when appropriate; work closely with CLA Career Services Curriculum Coordinator to problem solve issues with enrollment.
Collaborate with peer advising staff supervisor and assist in managing the schedule for in person and virtual drop-in peer advising hours.
Ensure the Career Services resource room and office space is well kept and organized.
Supervise Front Office Student Staff (25%)
Hire, train, supervise and schedule student front office student staff whose responsibilities include staffing in-person and virtual front desk, appointment scheduling, check in and other projects as assigned. Provide performance feedback and reviews.
Manage online office project request list, coordinate with requestors, and distribute projects to student staff to ensure timely project completion.
Develop content and facilitate training and development programs for student staff to align with University student development outcomes, put forth by the Office of Student Affairs, and which allow students to develop their Core Career Competencies.
Stay abreast of college and University resources and training available to supervisors of student staff.
Administrative and general office support (20%)
Schedule and manage agenda creation for bi-monthly office staff meetings.
Manage the main career services email account, respond to inquiries, determine the appropriate action and use the appropriate resources for delivery of information. Process departmental mail; coordinate and track courier requests.
Manage general office supply inventories and ordering process for the organization and provide assistance with special orders as requested by departments, ensuring budgeting accounts are charged accurately.
Manage conference room and meeting spaces, including calendar coordination.
Assist with staff searches as directed. Manage onboarding tasks for new full time and student staff such as key coordination, office signage, emergency protocols and contact information.
Represent office in Bruininks Hall building facility meetings. Coordinate facilities management, equipment service requests and repairs.
Assist with Handshake job approvals and tracking progress
Support the career courses scheduling and evaluation process
Support career services events and programming by reserving spaces, assisting with promotion and communications, purchasing supplies, providing logistical and/or operational support, providing day-of support, and maintaining data
Engage in professional development and service activities related to the student services profession and organizational planning, within the University community and beyond. Serve on college and University committees as appropriate
Occasionally take on tasks outside the normal hours of operation and scope of position
High school diploma/GED and four years of experience beyond high school, training/education may be substituted for some of the years of experience.
Demonstrated ability to relate meaningfully with students or customers with an approach that includes empathy, enthusiasm, and a commitment to diversity, equity and inclusion.
Demonstrated communication, organizational and customer service skills.
Willingness to learn new software and web applications.
Present a flexible and adaptable approach to work.
Evidence of supervisory or leadership experience.
Intermediate skills with APLUS (or similar student appointment scheduling software) and managing multiple electronic calendars
Demonstrated Google Suite and Microsoft Office proficiency (including Word and Excel).
Documented project coordination skills with ability to balance many job functions and competing demands in a fast-paced, service-oriented, teamwork-driven office environment.
Prior student facing experience with liberal arts students
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.