Executive Oper/Stud Svs Spec - School of Physics and Astronomy
University of Minnesota, Twin Cities
Location: Minneapolis, Minnesota
Salary: 39603.20 - 59176.00
Internal Number: 341295
This position provides professional support for the Physics and Astrophysics student programs. We serve 3,000 to 4,000 undergraduate students per year who take physics as a requirement of their program in addition to the ~170 undergraduate majors and ~200 graduate students. This role serves as a first point of contact with the School of Physics and Astronomy. This position is essential to our successful course operations because it securely manages a large volume of materials and data related to our classes and students.
40% Reception and Office Management Assist visitors, answer main departmental phone line, manage physics delegated email account, triage requests as needed Provide superior customer service to internal and external individuals Manage package deliveries, mail room organization, and maintain office supply inventory Serve as point of contact for office equipment maintenance/repair Collaborate with Admissions office on building tours and visits with faculty Ensure security of main office & confidential materials Participate in preparing responses for University, national and international surveys, as well as other requests for information. (UMN Reports) Serve as backup support with Key/Keycard access requests and distribution of physical keys for the school Assist with Room Scheduling Needs (Google Calendar/Astra Schedule)
30% Student Program Administration Coordination of testing materials, grading, TA assignments, course communications, tutoring room operations, student evaluations (Student Rating of Teaching and diagnostic testing) Serve as primary contact for the Office of Measurement Services (exam scanning and scoring) Serve as primary contact for the Disability Resource Center (DRC). Work with DRC consultants and faculty to ensure student accommodations are met. Assist faculty with grade calculations and peoplesoft entry (Excel/Peoplesoft) Order textbooks and manage desk copy collection Coordinate summer research programs (REU/RET) Reconciliation of PCards, Processing Reimbursements and Check Requests for Students and Student Programs Staff (EFS) Coordinates Faculty Advising with DUGS Process program requirement exceptions, substitutions, approved changes (APAS) Updating student program emphasis, advisor, managing advising holds (Peoplesoft Student Records) Assist with set-up of course schedule & monitoring registration numbers and adjusting course capacities/providing permission numbers as appropriate (CCS) Assist with Canvas course archiving and adding faculty observers to classes
30% Other Duties of a Similar Scope (as assigned) Examples include but are not limited to: â— Assisting with clerical projects (filing, creating flyers/posters, organizing mass-mailings, creating name tags for events, etc) â— Serving on school committees â— Coordinating and/or assisting with events (communications, space reservations, food ordering, arranging for rental equipment, staffing check-in desk, etc)
Required HS Diploma/GED and four years of related experience (Additional training/education may be substituted for some of the years of experience) Positive attitude and desire to help people Demonstrated customer service experience Experience working with diverse populations High Proficiency with MS Office Suite (Word, Excel, Powerpoint) and Google Suite (Drive, Docs, Forms, Sheets, Slides) Strong organizational, problem solving, verbal and written communication skills Must be able to consistently arrive to work before 7:45AM Must be able to work occasional evenings/weekends (3-4 times per year)
Preferred Experience with Peoplesoft (specifically ECAS, CCS, PCAS, EFS) Experience with APLUS, AstraSchedule, UMN Reports Experience with Canvas or other LMS system(s)
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.