DGS Assistant – 30% • Provides primary program support for 20+ graduate students in the program. Maintains student records, processes relevant paperwork. Acts as first point of contact for all inquiries regarding the program. Responds to request for program information, data, and/or reports from department administration, CLA the Graduate School and outside entities as needed. • Assists students on program planning strategies, including registration, transitions from other programs, readmission to the program, funding options, tuition waivers, and health insurance. • Assists international students on specific needs related to visa status and referrals to the International Student and Scholar Services (ISSS) office, travel, specialized English and classroom training, and full-time enrollment status. • Working with the DGS, coordinates the Fall Orientation program and materials for new graduate students. • Monitors student progress. Initiates contact with students and faculty, bringing concerns to the attention of students, faculty advisors, and the DGS as appropriate. Recommends solutions to academic and programmatic difficulties. • Prepares funding letters for accepted students, documenting eligibility requirements, conditions, duties, award type/amount, etc. • Tracks funding expenditures for students, including additional awards, travel funding, recruitment expenditures, etc. • Manages admissions process, including application processing and Graduate School application requirements. Assists applicants with ApplyYourself system and assists faculty members with AppReview system. Tracks acceptance and rejection of admissions offers and status of waitlist. • Participates in and monitor policy and program evaluation and review, including preparing analyses and recommendations on new policy or changes in program requirements. Consults with students, faculty, departmental administration and the Graduate School as needed. • Gathers and tracks annual graduate student placement for department and CLA reporting, including documenting in GradTracker. Maintains data on all aspects of the program including applicants, current students, and alumni.
General Administrative Support 30% • Serve as primary receptionist for the Department. Greet and direct visitors, answer department phone, emails and relay messages, perform general office duties; handle international domestic, intercampus mail and courier services. Supervise student workers in this role when the front desk is staffed. • Supervise student workers including hiring, training, and directing work. Manage the student worker schedule. Delegate office duties to student workers appropriately. • Maintain Department files and archives, including course files, in compliance with University document retention guidelines. Evaluate and modify filing and archive systems as needed. • Coordinate course evaluation process. Direct student workers in distribution and collection of course evaluations. • Coordinate department-wide communication, including managing list-servs and Google Groups, monitoring bulletin boards and department information boards and department directories. Prepare correspondence and memoranda, develop and update procedure manuals, direct student works to create flyers and posters. • Maintain departmental website and social media presence, coordinating with departmental stakeholders and monitoring University of Minnesota policies and best practices. Supervise student workers in these duties. • Serve as liaison with CLA External Relations regarding website design and content. • Trouble shoot technical problems and coordinate with OIT, including voice/data requests and email accounts for visitors. Provide assistance with Moodle sites to faculty and graduate students. • Manage physical space and equipment in the Department. Initiate repairs and maintenance as needed. Serve as primary liaison to Facilities Management, campus units and external vendors. Research and advise on new office equipment purchases. • Serve as Department key control and back-up Departmental Access Coordinator. Communicate changes in access to Central Security as needed. • Serve as the back-up room and course scheduler for the Department. Schedule department conference rooms for staff, faculty, graduate students and seminars using Astra. Schedule meetings as needed.
Financial Document Preparer 20% • Serve as primary source of information regarding department, college and University fiscal policies and procedures. Explain complex fiscal policies and procedures. Independently initiate inquiries and resolve problems when needed. • Initiate financial transactions including vendor payments, purchase orders, contracts for professional services, honoraria payments, and employee expense and travel reimbursements, cash advances and travel authorizations in EFS in accordance with University guidelines; Reconcile Department P-Cards and set up new suppliers. • Coordinate departmental purchasing. Request purchase orders, place orders via PCard and UMarket; ensure compliance with University policy and procedures. • Manage and meet all applicable deadlines. Maintain departmental financial files as necessary. Work independently and as a team member with limited supervision.
Event Planning 15% • Coordinate calendar for events; enter Department events in University calendar • Provide assistance on logistics such as travel, hotel accommodations for visiting speakers • Coordinate Department events including schedule, place, refreshments, A-V needs, publicity • Coordinate local arrangements for faculty searches including hotel, schedule, airfare, meals, meetings • Assist with Department Colloquium series: A-V needs, food/beverages, publicity
Other duties as assigned 5%
Required Qualifications: • High School Diploma/GED and four years related experience to include project management. Coursework in a related field may substitute for some years of experience. • Computer experience including databases, spreadsheets, word processing and email. Proficiency with Microsoft Word, Excel, and Google products.
Preferred Qualifications: Experience in at least two of the following: • Working with academic/student records and/or other comparable detailed documents. • Managing multiple office responsibilities simultaneously; complete tasks that require attention to detail, prioritize workload, work independently, follow-up and meet deadlines. • Working with student records and confidential materials. • U of M Enterprise Financial System (EFS), i.e. reimbursements, travel, purchasing cards, purchasing. • Managing a graduate degree program at the U of M; experience using ApplyYourself, AppReview, and GradTracker. • Working with faculty, staff, and students from diverse populations and respect for Functioning as a dependable team member such as timely attendance, project completion and offering assistance to other team members. • Supervising student workers. • Website design or maintenance. • Strong customer service skills.
Demostrated experience communicating with and providing excellent service to faculty, employee groups, students and visitors from diverse backgrounds.
Internal Number: 330768
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.