Administrative Associate 1

Position Overview:

This position reports to the Curriculum & Project Manager and provides internal and external operational support in addition to student services assistance. The ability to work independently while supervising a student services office is required.

Computer Science & Engineering Office Supervision - 45%

First point of contact for the CS&E Office. Responsible for the management of the front desk and the delivery of guest (student, staff, and faculty) services. Ensures a continuous, in-person presence at the front desk during regular business hours from 8:00 AM - 4:30 PM.

Primary user of the shared departmental email account, which involves reviewing, replying, and escalating student, staff, and faculty correspondences as necessary.

Manage scheduling, access, and maintenance of CS&E departmental conference rooms in Keller Hall and Lind Hall. Maintains the departmental YouCanBook.Me conference room reservation portal, conference room Google resource calendars, and performs regular conference room use audits to ensure they are being used efficiently and effectively.

Administrator of the Student Services Office shared Google Drive, responsible for managing access requests and regular content updates. Updates may include changes to office policies and procedures, the creation of technical documentation and tracking systems, and hybrid staff work schedules.

Collaborates with Curriculum & Project Manager to identify gaps in the services the department provides to students and develops new policies and strategies to address them.

Direct all departmental mail, including incoming and outgoing external mail (UPS, USPS, FedEx), and incoming and outgoing internal mail (campus courier, staff and faculty mailboxes, course mailboxes).

Monitor the CS&E multi-line telephone system, providing counsel and referrals to appropriate resources, as necessary.

Ensure the CS&E Administrative Offices maintain a professional appearance, submitting requests for regular cleaning, maintenance, and office supplies.

Serve as the primary user and subject matter expert of JM4 for parking validations, issuing validations for departmental guests and reporting on parking charges.

Maintain up-to-date knowledge of and apply university, college, and departmental policies and procedures related to student and faculty needs.

Student Services Support - 30%

Student Registration

Manage student registration each semester, providing guidance to students and faculty on special class registration, registration deadlines, classroom capacities, the approval and use of permission numbers, and class-time conflict resolutions.

Fulfill permission number requests on behalf of faculty, tracking the use of and deactivating permission numbers as necessary.

Course Scheduling

Review Fall, Spring, and Summer course schedule entry for accuracy, reporting on discrepancies as necessary.

Data entry to include the removal/addition of Graduate TA course assignments, the removal/addition of instructor assignments, and faculty classroom preferences.

Undergraduate and Graduate TA Training on Office Procedures

Review and update existing TA best practices for working with the Student Services Office, creating new policies as necessary. Keeps the TA Guide to the Student Services Office up to date, disseminating the document to both undergraduate and graduate TAs every semester.

Provide support to the Undergraduate and Graduate TA supervisors for regular TA training each semester.

Undergraduate TA Coordinator Support

Support the Undergraduate TA hiring process, reviewing applications and scheduling interviews each semester.

Review and update email templates, sending semesterly communications to instructors, current Undergraduate TAs, and candidates.

Supervisory Duties - 10%

Provides training, supervision, and professional development to 2 - 3 student workers who staff the Student Services front desk.

Manages the student worker schedule, ensuring adequate front desk coverage without breaks or overlaps. Serves as the first point of contact for student workers who need to call out or adjust their weekly hours.

Collaborate with the CS&E student services team to collect projects for student workers and ensure the timely completion of assigned tasks.

Student Services Resource Management - 5%

Coordinate the check-in and check-out of all departmental tech to students, staff, and faculty.

Maintain inventory of all staff computers, technology, and other departmental equipment.

Maintain upkeep of CS&E advising check-in kiosks.

Coordinate the check-in and check-out of all departmental textbooks to students and faculty.

University-Wide, Collegiate & Department Citizenship - 5%

Participate in department, college, or university-level committees, attend professional and skill development training sessions, and/or volunteer.

Other Duties - 5%

As a member of Team CS&E, job duties and special projects may be required, as needed. Accommodations are always considered for employees when non-specific work is requested.

Required Qualifications:

BA/BS or a combination of related education and work experience to equal four years

Ability to apply knowledge and skill to a recurring task or activity with emphasis on precision and timeliness of execution

Preferred Qualifications:

1 year of experience creating complex process documentation

1 year of experience with writing mass communications

Intermediate experience with updating and maintaining databases

The Department of Computer Science & Engineering (CS&E) at the University of Minnesota has been on the cutting-edge for its education, research, and outreach for decades. The legacy continues as the department continues to grow and expand its curriculum, research, and outreach. You are invited to join our team!

Pay Range: $25.97 to $29.33 per hour: depending on education/qualifications/experience

Time Appointment: 75%-100% Appointment

Position Type: Civil-Service & Non-Faculty Labor Represented Staff

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University 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 Tuition Benefit Program
• 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
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

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. If interviewed please be prepared to provide 3 references.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

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

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.

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

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).