Administrative Specialist for Academic Affairs

About the Job

Position: This is a full-time, twelve-month position with an anticipated salary range of $19.74 - $27.43 per hour with an excellent comprehensive benefit program .

Position Overview:

The Administrative Specialist for Academic Affairs will be responsible for highly confidential, time-sensitive information impacting employee, faculty, and student groups within Academic Affairs and the Office of the Registrar. This position requires regular contact with four academic departments, Student Affairs, Student Success, Human Resources, and the Chancellor's Office.

The successful candidate must be able to work independently, manage multiple priorities and tasks simultaneously, and display discretion and confidentiality at all times as the incumbent will have access to sensitive financial, personnel, campus, and special project information.

The Administrative Specialist for Academic Affairs will serve as administrative support and have student service responsibilities coordinated between the Office of Academic Affairs and the Office of the Registrar. This position also supports the coordination of events, assists search committees with faculty new hire process, process adjunct faculty appointments, and assists in preparation of faculty promotion and tenure documents and compiling documents for annual faculty evaluations. The ideal candidate will demonstrate proficiency in their communication and organizational skills and will subscribe to and support our commitment to diversity, equity, and belonging.

Functions, Duties, and Responsibilities:

Office of the Registrar Support (50%):

Coordinate Registration Processes, Maintain Records, Enforce Policies (20%)

• Registration - assist with student course registrations, withdrawals, one-time drop requests, course time conflicts, and student/faculty agreements for individual and directed studies courses;
• Enforce academic and institutional policies;
• Produce and distribute transcripts;
• Answer inquiries from students, former students, staff, and faculty by phone and email;
• Produce identification cards for students, faculty, and staff;
• Support CIHS/PSEO programs by assisting with registration, enforcing academic and institutional policies regarding suspension, managing petitions, providing transcripts, and maintaining CIHS class schedules in PeopleSoft;
• Maintain records including, but not limited to: address changes, name, or gender changes, program/plan maintenance, leave of absence requests, and maintain imaging system and archival documents;
• Assist with Veterans certification and VA reporting;
• Protect students' rights to privacy and access as defined by FERPA.

Maintain Class Schedules (20%)

• Enter and maintain class schedule information in People Soft and maintain classroom assignments in ASTRA;
• Prepare final exam schedule; maintain class schedule and online registration webpage.

Other As Assigned (10%)

• Manage holds and maintain ND, SD, and WI reciprocity audit report;
• Enrollment and degree verification;
• Auditing grade submission at end of term;
• Manage readmission applications and registrations on multiple University of Minnesota campuses;
• Manage course and program catalog by maintaining courses and academic programs in ECAS/PCAS;
• Enforce academic standing policy including auditing records, adjust service indicators to reflect current academic standing, notify student and advisors of academic standings, and coordinate with Student Success Center to track compliance of terms of probations and suspensions.

Academic Affairs Support (50%)

General

• Provide administrative support to the Vice Chancellor for Academic Affairs to include managing the VCAA's calendar, prioritizing meetings, and resolving calendar conflicts;

• Provide office reception for the VCAA and handle inquiries to the Academic Affairs office;
• Demonstrate a strong commitment to diversity, equity, and belonging by following practices that are appropriate for students' individual needs and identities and meet the needs of all students in a fair, caring, and non-discriminatory manner.

Monitor and Analyze Academic Affairs and Student Affairs Budgets (10%)

• Actively use cost-effective purchasing practices;
• Monitor and analyze a variety of budgets and advise the VCAA office regarding expenditures.

Coordinate Personnel and Curriculum Processes (30%)

• Assist the VCAA with all aspects of faculty tenure and promotion processes, hiring, and annual accomplishment and planning processes;
• Provide support for Human Resources processes including maintenance of faculty academic and personnel files, maintain and compile records for adjunct contracts and associated salary costs; compile workload sheets, meetings, and the development of related reports for the University Education Association, and track research and sabbatical leave information and reporting;
• Ensure that all Academic Affairs website documents and content are current, complete, and accurate;
• Support the Faculty Assembly by maintaining a current Faculty Assembly roster and email distribution list;
• Maintain and update internal Google drives that support promotion, tenure, and annual evaluation procedures;
• Support the Student Success Center through performing transcript pre-evaluations for prospective students;
• Provide administrative support for the campus Curriculum Committee, including maintaining scheduling, producing and maintaining appropriate curriculum forms, and coordinate Curriculum Committee work with the Office of the Registrar;
• Coordinate efforts of the Office of the Registrar, Global Programs, Enrollment Management, and academic departments in the development, maintenance, and tracking of academic articulation agreements and memos of understanding;
• Coordinate with department administrative assistants to schedule staffing of courses located within Academic Affairs.

Develop and Implement Communication Plans and Processes (10%)

• Assure the confidentiality of all appropriate correspondence;
• Assist with event planning, coordination, and evaluation for annual Professional Development days and select events sponsored by the VCAA;
• Compose correspondence, develop, review, and edit presentations; independently analyze and compile materials needed for decision-making purposes.

Qualifications

Minimum Qualifications:

• Bachelor's degree or a combination of related education and work experience to equal four years

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 be given the opportunity to complete an online application for the position and attach a cover letter and 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-UOHR (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.

Please note: All employees at the University of Minnesota are required to comply with the University's Administrative Policy: COVID-19 Vaccination and Safety Protocol by either providing proof of being fully vaccinated on their first day of employment, or complete a request for an exemption for medical exemption or religious reasons. To learn more please visit: https://safe-campus.umn.edu/return-campus/get-the-vax

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.