Student Services Associate

at  University of Minnesota

Preferred Qualifications

• Previous experience within operations roles and/or a student services unit.
• Project coordination and collaboration experience, including special event management.
• Experience in applying an equity lens to create an inclusive work environment and policies, procedures, and practices.
• Previous experience working with U of M systems such as Peoplesoft, Perceptive Experience, APLUS, UMReports.
• Prior experience working in a fast-paced, service-oriented, teamwork-driven environment.
• Evidence of ability to work effectively with co-workers on a large team.
• Evidence of ability to create a welcoming and inclusive environment.

Minimum Qualifications

• BA/BS or a combination of related education and experience to equal four years. Applies knowledge and skill to a recurring task or activity with emphasis typically on precision and timeliness of execution
• Commitment to providing high quality and supportive service to clients with differing identities, needs, and experiences for in-person, phone, and virtual communications.
• Ability to manage details, independently organize workflows, and meet deadlines.
• Demonstrated ability to handle multiple tasks simultaneously and prioritize competing and time-sensitive tasks.
• Demonstrated ability to juggle multiple priorities for multiple people.
• Demonstrated excellent interpersonal, written and verbal communication skills.
• Experience in office management and customer service operations.
• Strong skills in Google Suite of applications, as well as Microsoft Word and Excel.

The Student Services Associate coordinates the office’s internal and external operations to support the Student Services team in providing inclusive and equitable student support. Functions of this position include office management, internal and external communications, program and event logistics, financial operations, and student records. Success in this position requires the ability to manage and execute responsibilities independently, attention to detail, anticipating the needs of the unit, and the application of an equity lens within all aspects of the role’s responsibilities.
CBS Student Services is a team of 19 professional staff members, each contributing to the shared responsibility of advancing the mission and vision of the college. These staff serve students in three main functional areas: academic advising, career coaching, and student engagement.
This is a full time, Monday-Friday position but may require occasional evening or weekend hours for special events. While there are some opportunities for flexible work time/space, this position will work primarily in the office. Upon start date, the candidate will need to be located near the MSP metropolitan area. For more information about working in CBS Student Services, visit: https://z.umn.edu/workingincbs
Hiring salary range: $45,000-$50,000.

50% - Student Services Center Operations

• As the CBS Student Services Office Manager, initiate, evaluate, and operationalize practices, plan for and resolve operational issues, develop new procedures as needed, and document all processes and procedures.
• Oversee the externally facing office operations to ensure proactive, inclusive, and equitable customer service, accurately answer questions and make appropriate referrals to assist students, parents, faculty, and academic units with navigating processes and procedures within CBS Student Services and beyond.
• Manage the office’s physical space to ensure a safe, usable, and accessible work environment by maintaining office technology and shared work spaces, serving as a liaison to building management, and coordinating staff emergency protocol and procedures.
• Coordinate the office’s virtual work spaces by establishing and maintaining accessible architecture for the unit’s suite of electronic files via Google Drive.
• Serve as point person for office technology and maintenance to increase usability and accessibility of individual and shared work spaces (front desk, conference room).
• Recruit, hire, train, and supervise a team of student employees to provide exceptionally nuanced and culturally competent customer service, and manage office operations.
• Direct and delegate work, approve hours, facilitate work-requests, check for accuracy and completeness of assigned tasks, and monitor progress and deadlines of front desk staff.
• Manage staff coverage for unit operating hours and office traffic data collection.
• Conduct bi-weekly student staff meetings, provide developmental coaching and feedback, and conduct performance reviews for student employees.
• Serve as a back-up coverage for the front desk, as needed.

25%- Communications, Event Planning, and Project Support

• Prepare and distribute BioBrief, a weekly student-facing electronic newsletter, to communicate opportunities and programs, and in-office newsletter.
• Manage departmental email accounts daily, respond to inquiries, determine the appropriate action and use the appropriate resources for delivery of information.
• Update the office’s website content as needed and ensure accuracy of information.
• Serve as a member of the CBS Commencement Planning Committee. Coordinate student communications, event logistics, and manage on-site event execution.
• Assist with coordinating and executing event logistics for office outreach, student engagement, and student recruitment events.
• Design and implement new systems, manage logistics and develop procedures for effective project management.
• Participate in other unit and collegiate events as needed.
• Schedule CBS Student Services academic course offerings each semester.

10% - Financial + Purchasing Operations

• Serve as point person on financial policy through developing materials and creating reimbursement worksheets for staff.
• Create and file expense reports and reconcile purchasing card statements for office staff.
• Complete purchasing process for student services units and programs.
• Oversee office inventory and the ordering of office supplies, technology and materials in accordance with University policy.
• Support financial procedures for the CBS Student Services-sponsored student organizations.

10% - CBS Student Records Coordination

• Oversee the maintenance of an accurate student records system for, including PeopleSoft data entry and management for: advisor assignments, majors/minors, adding/removing holds, student groups, and reactivating reinstated students.
• Maintain electronic student records filing system (Perceptive Experience).
• Provide support for probation and suspension review and degree clearance processes
• Review readmission and leave of absence forms to confirm eligibility and process.

5% - Professional Development & Service

• Engage in professional development and service activities related to the role, within the University of Minnesota community and beyond.
• Serve on Student Services, College and University-wide committees as needed.

Application Details:
Applications must be submitted online.
Please submit a cover letter stating your interest in the position and how your previous experience relate to the customer service, project management, supervision, and/or flexibility and attention to detail necessary for success in this position.
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) 624-8647.
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: http://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.
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.
At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America’s Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022)

Please refer the Job description for details