University of Minnesota
Student Affairs Executive Assistant
University of Minnesota, Saint Paul, Minnesota, United States, 55130
About the Job
This role provides critical support to the Office of Student Affairs, including exemplary customer service in a friendly and professional manner, and excellent project management skills. This person will have a high degree of contact with faculty, staff and students and must be able to adapt quickly and professionally. The person must have excellent attention to detail and interpersonal skills. The Law School is proud to serve a diverse and varied group of internal and external constituents. This candidate will need to work effectively across these diverse communities. Duties/Responsibilities
Customer Service & Administrative Support (30%) Serve as the first point of contact for the Office of Student Affairs. Respond to and prioritize the handling of various inquiries and requests from internal and external entities. Greet students, alumni and members of the public. Answer basic questions and screen inquiries. Assist students, faculty, and visitors by directing them to appropriate sources. Monitor and respond to the department's primary email address. Compose, format, and edit written correspondence. Answer telephone. Relay messages to appropriate staff and refer callers to the appropriate sources. Maintain office standards and protocol for customer service. Provide insight and feedback for continued process improvement. Maintain office organization, order supplies, and manage office-related tasks. Complete ongoing projects such as scanning files into Perceptive Content, mailings, compiling packets, data entry. Conduct daily mail pick up and office machine maintenance. Prepare and/or incorporate complex reports, charts, tables, graphs, slides and other materials. Perform research tasks as necessary to benchmark with other institutions. Student Affairs Programs and Embedded Counselor Support (20%) Provide event planning support for Student Affairs events and programs such as Orientation, Registration, and Exam Periods, including scheduling programs, reserving rooms and requesting technology support, tracking attendance, ordering food, handling set-up, and providing other support for Student Affairs events. Coordinate with Finance to administer student organization reimbursements and check requests. Complete supply and food orders for pre-approved student organization expenses. Collect and track Student Organization financial data. Provide support to the Registrar team as needed during registration and exam time periods. Support the Law School's Embedded Wellness Counselor with non-clinical administrative tasks as needed. Program Support for the Office of Academic & Bar Support Success (20%) Provide program and administrative support to the Academic and Bar Success Team by completing administrative tasks, such as expense reimbursements, PCard purchases, room reservations, food orders, and event support. Assist in the regular creation, maintenance and access of files and records for the Structured Study Group Program each academic year as needed. Manage and maintain appointment calendars as needed through the APLUS advising system. Student Affairs Advising Administration (15%) Assist with managing the Student Appointment Calendar through APLUS, a University of Minnesota home-grown advising program Triage student concerns to the proper staff member's calendar, including managing drop-in appointments with an immediate need to speak with an advisor. Participate in tracking and maintaining data pertaining to student advising appointments Organize and maintain archives and records for ongoing reference and long-term metrics. Review administrative processes and procedures and recommend and implement changes. Student Affairs Exam Administration (15%) Assist the Senior Coordinator of Student Affairs Operations & Associate Registrar as needed with administrative support for both midterm and final exam needs, including exam room reservations and assignments, mail merges for notifying students of approved variances. Set up exam rooms prior to the exam start and serve as a proctor throughout exam periods.
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This role provides critical support to the Office of Student Affairs, including exemplary customer service in a friendly and professional manner, and excellent project management skills. This person will have a high degree of contact with faculty, staff and students and must be able to adapt quickly and professionally. The person must have excellent attention to detail and interpersonal skills. The Law School is proud to serve a diverse and varied group of internal and external constituents. This candidate will need to work effectively across these diverse communities. Duties/Responsibilities
Customer Service & Administrative Support (30%) Serve as the first point of contact for the Office of Student Affairs. Respond to and prioritize the handling of various inquiries and requests from internal and external entities. Greet students, alumni and members of the public. Answer basic questions and screen inquiries. Assist students, faculty, and visitors by directing them to appropriate sources. Monitor and respond to the department's primary email address. Compose, format, and edit written correspondence. Answer telephone. Relay messages to appropriate staff and refer callers to the appropriate sources. Maintain office standards and protocol for customer service. Provide insight and feedback for continued process improvement. Maintain office organization, order supplies, and manage office-related tasks. Complete ongoing projects such as scanning files into Perceptive Content, mailings, compiling packets, data entry. Conduct daily mail pick up and office machine maintenance. Prepare and/or incorporate complex reports, charts, tables, graphs, slides and other materials. Perform research tasks as necessary to benchmark with other institutions. Student Affairs Programs and Embedded Counselor Support (20%) Provide event planning support for Student Affairs events and programs such as Orientation, Registration, and Exam Periods, including scheduling programs, reserving rooms and requesting technology support, tracking attendance, ordering food, handling set-up, and providing other support for Student Affairs events. Coordinate with Finance to administer student organization reimbursements and check requests. Complete supply and food orders for pre-approved student organization expenses. Collect and track Student Organization financial data. Provide support to the Registrar team as needed during registration and exam time periods. Support the Law School's Embedded Wellness Counselor with non-clinical administrative tasks as needed. Program Support for the Office of Academic & Bar Support Success (20%) Provide program and administrative support to the Academic and Bar Success Team by completing administrative tasks, such as expense reimbursements, PCard purchases, room reservations, food orders, and event support. Assist in the regular creation, maintenance and access of files and records for the Structured Study Group Program each academic year as needed. Manage and maintain appointment calendars as needed through the APLUS advising system. Student Affairs Advising Administration (15%) Assist with managing the Student Appointment Calendar through APLUS, a University of Minnesota home-grown advising program Triage student concerns to the proper staff member's calendar, including managing drop-in appointments with an immediate need to speak with an advisor. Participate in tracking and maintaining data pertaining to student advising appointments Organize and maintain archives and records for ongoing reference and long-term metrics. Review administrative processes and procedures and recommend and implement changes. Student Affairs Exam Administration (15%) Assist the Senior Coordinator of Student Affairs Operations & Associate Registrar as needed with administrative support for both midterm and final exam needs, including exam room reservations and assignments, mail merges for notifying students of approved variances. Set up exam rooms prior to the exam start and serve as a proctor throughout exam periods.
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