Executive Administrative Specialist, Student Affairs

About the Job
Reporting to the Associate Vice Chancellor for Student Affairs, Engagement, and Wellness, the Executive Administrative Specialist is responsible for providing administrative support to the departments, Directors, and programs contained within the Office of Student Affairs. The Executive Administrative Specialist promotes an equitable and inclusive learning environment by supporting the unique missions of each department and advocating for the best possible student experience within all the distinct offerings deployed with Student Affairs.
Functions and Duties:
Administrative 20%

• Demonstrate self-awareness of one's own cultural beliefs, perspectives, and privileges as a part of meeting the needs of all students in a fair, caring, and non-discriminatory manner.
• Demonstrate a strong commitment to diversity, equity, and inclusion by creating and establishing practices that are appropriate for students' individual needs and identities.
• Represent Student Affairs at "all-hands-on-deck" events which include, but are not limited to; move-in day/welcome weekend, family weekend/homecoming, finals service meal, student awards presentation, finals fun day, and graduation.
• Respond to emails and calls from current and prospective students/families and other departments.
• Work with CSA and Residence Life to develop proper strategies to implement to meet requirements for student voter registration.

Operations 80%

• Schedule appointments for Associate Vice Chancellor (AVC) - Student Affairs (SA) as needed.
• Update and manage AVC - SA weekly calendar.
• Work closely w/ AVC - SA at various meetings and committees that are chaired by AVC-SA. Take meeting minutes and create a shared folder whereby members can access information.
• Create meetings and schedule room assignments for the department heads within Student Affairs.
• Print and prepare packets and email staff members for Office of Student Affairs as needed for meetings and/or trainings.
• Collaborate with Marketing/Communications and other university constituents to assure the advertising and marketing of SA programs and services are as effective and efficient as possible.
• Schedule, train and supervise a minimum of five student workers.
• Assist with distributing awards or prizes.
• Print student schedules and academic record as needed for AVC - SA and core leadership team members.
• Make arrangements for events - reserving venue, communicate needs to media department, process paperwork for payment, publicity- including posting to events calendar and creating a bulletin for digital display, printing up posters, sending out emails.
• Process paperwork for payment to vendors for repairs and services as needed.
• Process Credit Card reconciliation in Chrome River for AVC - SA, Director of Diversity, Equity, and Belonging, as well as Director of Education Programs and Transitions (Brooke).
• Communicate with the campus and/or department heads as needed for the Office of Student Affairs.
• Organize closets assigned to Office of Student Affairs
• Check -out/in items used for campus events - tablecloths, banners, tickets and ticket boxes, props and promo items and Student Info Desk rental equip - summer.
• Order and process office purchases.
• Digital Display Manager/Trainer/Creator - daily check and post events to the digital display or designate a proxy student worker to do this task.
• Assist with SA social media and web presence in collaboration with Director of Education Programs and Transitions and other designated SA personnel.
• Greet incoming callers and on-campus visitors by offering assistance and directing them to appropriate contact. This includes forwarding the phone when not occupying front desk.
• Take messages from Simplex Grinnell calls regarding alarms related to building safety. Relay message to Facilities to respond or reset alarm panels.
• Accept housing contracts from new and returning students for Fall and Spring semesters and summer rentals.
• Bill departments for cross-charges as needed.
• Submit work orders related to housing and Residential Life and maintain records of work orders placed and completed.
• Provide clerical assistant as needed. This may include partnering for campus-wide needs.
• Perform other duties as assigned.

Qualifications
Minimum Qualifications:

• High School Diploma/GED and four years of related office experience. Training/education may be substituted for some of the years of experience.
• Computer experience required.
• Demonstrated self-awareness, cultural competence, and achievement in working with diverse student populations.
• Excellent interpersonal and communication skills.
• Proven ability to work collaboratively with faculty, Student Affairs educators, and students.
• Final job offer is contingent upon a completed background check, receipt of official college transcripts and authorization to work in the United States.

Preferred Qualifications:

• Demonstrated commitment to the land-grant mission of the University of Minnesota Crookston, especially as related to access and student success.
• Four years of experience in higher education providing service to college students with diverse identities including first-generation college students; students of various racial, cultural, and ethnic backgrounds; students from low-income families; students from rural communities; LGBTQ students; and other minoritized groups.
• Experience working with PeopleSoft, Chrome River, and E-Reslife programs.

Benefits
Working at the University
At the University of Minnesota, you'll find a flexible work environment and supportive colleagues who are interested in lifelong learning. We prioritize work-life balance, allowing you to invest in the future of your career and in your life outside of work.
The University also offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Scholarship
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost

Please visit the Office of Human Resources website for more information regarding benefits.
How To Apply
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 employ@umn.edu or call (612) 624-8647.
Diversity
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
Employment Requirements
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.
About the U of M
University of Minnesota, Crookston (UMC)
With a strong tradition of technology-enhanced teaching and learning, the University of Minnesota Crookston (UMC) serves as the U's major outpost in Northwest Minnesota. UMC provides both experiential, career-oriented degree programs as well as high-quality online programs, while connecting its teaching, research, and outreach to rural economic development and service to the region and beyond.
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).