Student Services Administrative Specialist

Details

Posted: 26-Mar-24

Location: Minneapolis, Minnesota

Salary: 46,300.80 - 68,120.00

Categories:

Staff/Administrative
Student Affairs/Services

Internal Number: 360296

Office of Student and Career Advancement Servicesâ™ (OSCAS) Mission: 
To recruit and retain a diverse student body by providing quality academic and career advising, developing committed alumni, and  advancing leaders in the nursing profession who are lifelong learners. 
Position Overview:  
The Student Services Administrative Specialist provides comprehensive office and hospitality management, including first response  support and referral to students across all degree programs, and serves as the initial customer service and administrative contact for  the School of Nursing. Additionally, the staff member coordinates student records, facilitates event and communication logistics,  and supports academic forms and processes. This position reports to the Director of OSCAS. 
Office and Hospitality  Management 50%

• Serve as the first line point of contact and provide exceptional customer service for the School of  Nursing regarding questions, inquiries or concerns from students, faculty, staff, and any external  constituent, including prospective students.
• Answer questions and provide general information related to admissions, scholarships, compliance  requirements, financial aid, and course registration to students and prospective students, which  includes assisting with navigating the schoolâ™s website.
• Recruit, hire, train, manage and evaluate front desk student workers.
• Ensure office supplies are ordered; coordinate purchase of computers, office furniture or other needs  for smooth operation of the department.
• Ensure organization, cleanliness, and maintenance of front desk/lobby area, address concerns with  appropriate facilities staff.
• Manage logistical needs for all student organizations, including purchases, room reservations, and  calendar management.
• Coordinate and manage student lounge access, locker rental process.
• Manage multiple calendars and coordinate all room reservation requests.
• Facilitate new hire paperwork and onboarding process for new student workers.
• Coordinate all printing and shipping needs with external and internal service providers.
• Assist the Director by tracking budget expenditures, providing periodic budget reports, and  submitting purchasing card reconciliation.
• Assist with any needs directed by the Director, Associate Dean or Program Directors as it relates to  job function and scope.

Compliance and Student Records Support 30%

• Create and maintain document filing system, both electronic and paper, and retain or purge files as  required.
• Enter confidential current and prospective student data into various databases, including, NetStudy  2.0, the School of Nursing database, and PeopleSoft.
• Prepare and facilitate all academic paperwork including degree verification, graduate non-degree  enrollment, course equivalency petitions, and clinical verification forms.
• Collaborate with OAP by serving on the Compliance Team and manage new student compliance  record management and processes.
• Track and record all nursing license verifications.
• Manage and update all student listservs.
• Provide database support for student programs and resources.
• Assist with enrollment tracking and communication for Post-Baccalaureate certificate programs.
• Manage initiation of compliance tracking for SANE students.
• Manage syllabus request.

Event and Communication Logistics 20%

• Assist with Master of Nursing, Doctor of Nursing Practice and PhD interview procedures, which  includes communicating with students, managing interview appointments, and managing interview  hospitality.
• Create and edit content for electronic newsletters (Vitals student e-newsletter and OSCAS Monthly  Newsletter) and specialized announcements sent to students, faculty, and staff.
• Coordinate all logistics for student-related events, including orientation programs, recruitment  events, Welcome to the Profession, admission tours, and open house events.
• Assist with the career related event logistics.
• Assist with fall and spring commencement RSVP and accessible seating logistics.
• Coordinate all recruitment event and travel needs including room reservation, booth purchasing,  shipment of materials, hotel and airline reservations.
• Coordinate the scheduling of large meetings.
• Update website content.

Required Qualifications: 

• High school diploma/GED and four years operations and/or student support experience.
• Previous customer service experience.
• Proficiency with computers and with the internet.
• Experience with databases and data entry.
• Advanced level abilities and efficiency in MS Word and MS Excel.
• Strong organizational and detail-oriented skills.
• Excellent verbal and written communication skills.
• Experience handling confidential material.
• Exceptional interpersonal skills, with the ability to interact professionally with a wide range of people.
• Ability to display accountability and responsibility in determining priorities and implementing processes that will match the mission and values of the Office of Student and Career Advancement Services.
• Ability to handle high volume and high pressure with speed, accuracy, initiative and a positive attitude.
• Ability to work both independently and as a team member.
• Commitment to diversity and inclusivity. 

Preferred Qualifications: 

• Previous PeopleSoft experience.
• Understanding of post-secondary education environment.
• Previous University of Minnesota experience.
• Student service-related experience.

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About University of Minnesota Twin Cities
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.
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