Executive Office and Administrative Specialist

Executive Office and Administrative Specialist

376740

Twin Cities

LR-Clerical

Full-Time

Temporary

1885

AFSCME Unit 6 - Clerical

Playing a pivotal role within the CFANS community, the Executive Office and Administrative Specialist is instrumental in ensuring the seamless operation of the CFANS Advising Center and providing vital support to the CFANS Student Services Staff. Focused on office management, this position encompasses the management of daily administrative functions, the maintenance of well-organized office systems, oversight of student employees within the Advising Center, and direct assistance to the Student Services staff as required.

This role demands a high level of organizational skills, attention to detail, and effective communication to uphold the functionality of the Advising Center and enhance the quality
of support provided to students, faculty, and staff within the College of Food, Agricultural and Natural Resource Sciences.

This position is temporary (for up to one calendar year) and is labor represented (AFSCME Locals 3800 and 3801 Council 5, AFL-CIO). 

Bargaining unit consideration begins on 10/23 and ends on 10/30

No weekend, overtime, or consecutive Sunday work are conditions of employment.

Please note, this position is not eligible for H-1B or Green Card sponsorship. This position does not offer a STEM OPT training program.

Principal Duties and Responsibilities

CFANS Advising Center Reception and Office Management (35%)
● Provide inclusive reception services to all visitors to the Advising Center
● Oversee day-to-day office operations
● Provide solutions to challenges and implement efficient procedures
● Handle incoming calls, emails, and correspondence
● Distribute Student Services mail
● Maintain and update office records, process job aid documents, and databases
● Manage Advising Center drop-in appointment communications and calendar
● Create and manage digital signage content for lobby, acting as Content Administrator
● Schedule appointments, meetings, and events
● Coordinate and maintain office supplies and equipment, arrange for repair and maintenance as needed
● Maintain a clean and organized environment in 130 Office Suite, first floor conference rooms, and Student Services Storage Room
● Assist with onboarding of new Academic Advising Center staff
● Oversee annual review of building safety and active emergency procedures
● Monitor and conduct periodic review CFANS website for Student Services-related updates, work closely with CFANS Communications to implement updates

Academic and Student Records Coordination (35%)
● Process student record updates for leave of absence, return from leave of absence, reinstatement, major/minor/track updates, advisor assignments, retroactive credit, credit limit increase, and one-time late withdrawal
● Manage electronic filing systems
● Manage in-house CFANS forms, monitoring them for accuracy and ease of use
● Assist the Student Services Coordinator in the coordination of the Academic Standing and Degree Clearance processes
● Process degree clearances for a portion of the CFANS undergraduate population; ensure that accurate and complete student records are maintained and that students complete college requirements.
● Coordinate the organization of special events or projects as assigned by supervisor and the Director of Advising
● Provide support for collegiate events as needed
● Collaborate with other departments for seamless workflow
● Serve as the Key Contact (data custodian) for CFANS, reviewing and processing access requests to student records systems based on job-specific needs
● As requested, conduct review of all faculty and staff who have access to the various systems to maintain proper security to private student data in Campus Solutions and other student records systems, and to comply with internal audit requirements

Supervision of student employees (20%)
● Recruit, interview, and hire a diverse group of student employees
● Facilitate the onboarding and training process for new hires
● Develop student employee materials and maintain up-to-date information
● Assign tasks and projects to student employees
● Monitor and supervise their work to ensure quality and efficiency
● Create and manage work schedules for student employees
● Ensure adequate coverage during peak times, staff desk as needed
● Collaborate with students to set performance goals
● Offer guidance on professional and soft skills
● Recognize achievements and address areas for improvement
● Facilitate team meetings to discuss goals and expectations
● Ensure that student employees adhere to workplace policies
● Review and approve timecards
Administrative support to the Assistant Dean for Student Services and

International Programs (10%)
● Provide support for Undergraduate Policy and Review Committee (UPRC), including scheduling and attending meetings and retreats, and recording meeting minutes
● Provide support for the Undergraduate Research Opportunities Program (UROP) and Research Apprenticeship Program (RAP), including managing processes, scheduling and attending meetings and programs, and recording minutes
● Provide support for Student Scholastic Standing Committee (SSSC), including managing information and student-related administrative forms, scheduling and attending meetings, and recording meeting minutes

Required qualifications:
High school diploma/GED and four years of related office experience

Detail- and customer-service oriented

Effective problem-solving skills

Strong interpersonal, written, and verbal skills

Strong sense of accountability and reliability

Demonstrates initiative and is able to be self-directed

Experience supervising a front desk support team

Preferred Qualifications
Bachelor's Degree

Experience using technical tools such as PeopleSoft, APLUS, Google Suite, and Zoom

Ability to multitask

Pay Range: $24.81 - $25.79; depending on education/qualifications/experience

Time Appointment: 100% Appointment

Position Type: Civil-Service & Non-Faculty Labor Represented Staff

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

While our salary ranges provide a framework, it is important to note that most of the
time, the initial pay may not reach the maximum of the range. This approach ensures
that compensation reflects the value and unique contributions of each candidate while
maintaining equity within our organization. As part of our commitment to fair and
equitable compensation, please be aware that the salary offered to incoming candidates
will be based on their individual credentials and experience.

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 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 [email protected].

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.