CLA Student Services Support Specialist

Bargaining unit consideration begins on 03/09/26 and ends on 03/17/26.

This position is responsible for providing support to the College of Liberal Arts (CLA) Advising and Student Services and CLA departments by providing excellent hybrid customer service to culturally and racially diverse students, staff, and faculty, accurately and efficiently entering information into students' records, and problem-solving student issues related to student records. Driven by the university's academic and orientation cycles, this role oversees CLA student record updates and maintenance for tracking students, including matriculated students, orientation students, continuing students, and degree candidates.

Location and Work environment: This role includes limited hybrid work options but requires a regular on-campus presence.

Work Schedule: Monday-Friday, 8:00 AM - 4:30 PM

Primary Responsibilities:
Records Maintenance (50%)

• Review and input program coding in the PeopleSoft system for student records related to advising, leave of absence, academic warning review, CLA and non-CLA department majors, minors, and certificates from online workflows and occasionally paper forms for approximately 5,500 CLA students.
• Manage and/or monitor orientation student advising, student group, service indicator, and term activation coding for various admitted and matriculated student admit types.
• Monitor and resolve or report workflow process issues regarding record tracking and maintenance to project manager or supervisor.
• Track and maintain student record files in Google Drive for a variety of processes, can include, but not limited to: majors/minors, Academic Warning Review, Graduation Clearance, Orientation, Leave of Absence, Direct Track to Teaching.
• Maintain and update online filing systems related to office process documentation as well as the process documents related to a variety of student record processes.
• Troubleshoot or report procedural problems related to database or human error to supervisor or Office of the Registrar.
• Serve on the Front Desk Support Staff Committee which is responsible for maintaining consistency in student records and student support service process and policy across all three CLA advising offices.
• Serve on the Registrars Advisory Committee as a representative from CLA Student Services to review student record policy and procedure updates, recommend process improvements and best practices, explain student record policy and procedures to advising and student services staff, and identify system enhancements in regard to student record processing.
  

Support for Advising & Student Services (30%)

• Public contact to include: Assist with front desk operations, including, but not limited to: initial intake of student, staff and faculty traffic at on-campus or virtual front desk (in-person, via online phone system, or Zoom - online teleconferencing software program), responding to inquiries related to College advising, orientation, registration, readmission, leave of absence policies and procedures and student record inquiries. Make appropriate referrals and identify accurate resources. Use knowledge of office resources and roles of various staff members to direct students to the most appropriate advisor or resource.
• Collaborate with other front desk support staff to monitor academic calendar deadlines, update form workflow language, plan Peer Advisor and student Office Assistant training.
• Regularly monitor, respond, or redirect emails from 2 departmental email accounts.
• Coordinate and monitor appointment scheduling with the CLA Transfer Advising team.
• Screen requests for advising and determine appropriate follow up. Determine best mode of service to address student questions (advising appointment, drop-in, email, information accessible online).
• Sort, screen, distribute, and process advising and student services US mail and deliveries
• Order office supplies for Johnston Hall advising and Student Services offices and breakroom
  

Support for College-wide Programs (20%)

• Assist with the College of Liberal Arts undergraduate new-student orientation, including: Assist with preparing orientation materials for distribution to students and advising offices, creating and printing building and office signage, managing Website content updates, managing advising office appointment check-in lists, and assisting with day of orientation activities, including directing orientation room rotation traffic, checking-in students, etc.
• Update orientation appointment calendars for professional advisors during orientation.
• Track and support sub-populations of admitted new high school students by emailing individual orientation welcome letters as needed, monitoring new student checklist progression, and coordinating orientation date selections.
• Support new high school students' updated admissions status following successful status appeals and Office of Admission's shifts from other colleges to CLA as needed during orientation.
• Follow up with advisors on orientation student registration status at the end of each orientation cycle.
• Orientation-ready advising and student services building and office spaces by adding or updating signage, moving furniture, making sure spaces are welcoming and accessible.
• Manage orientation student no show follow-up calling and emailing to reschedule student orientation dates.
• Support CLA Commencement ceremonies and CLA College Day by coordinating with CLA Student Success Events Manager to assist with logistical planning

Required Qualifications:

• Highschool Diploma/GED and two years of related office and administrative experience - Training/education may be substituted for some of the years of experience.
• Familiarity with and support of liberal arts educational programming
• Demonstrated computer literacy, including writing documents in Microsoft Word and Google Docs, basic use of Microsoft Excel and Google Sheets (including formatting spreadsheets and workbooks, using formulas, conditional formatting, and data sorting), database(s) usage, and internet usage (including email, web searching, and additional Google Drive applications)
• Proven ability to work independently on repetitive and non-repetitive tasks with accuracy and completeness
• Demonstrated skills in effectively communicating with a wide variety of audiences from diverse backgrounds (written and verbal), using effective grammar and terminology
• Commitment to understanding and fostering an inclusive work and learning environment for individuals from diverse backgrounds and cultures
  

Preferred Qualifications:

• Bachelor of Arts or Bachelor of Science degree in a liberal arts discipline
• Experience working in higher education, student services processes, university records, broad level policies, and detail-driven procedures and processes
• Familiarity with University of Minnesota advising and student support services
• Demonstrated ability to use web-based advising software or other technologies used to promote student success across diverse student populations to include: Academic Progress Audit System (APAS), APLUS, MyU Reporting Center, Orientation Database (ORDB), and PeopleSoft Campus Solutions database (specifically, student inquiry and student data pages)
• Demonstrated ability to work collaboratively with teams of colleagues who represent a diversity of backgrounds, communities, socioeconomic status, cultures, work styles, and conflict resolution styles
• Demonstrated evidence of a commitment to promoting a work culture that respects and advances diversity and inclusion

The College of Liberal Arts (CLA) at the University of Minnesota is a premier land-grant research university committed to excellence and student success. The college spans the arts, humanities, and social sciences and prepares students to be independent and original thinkers, to be innovators in their chosen fields, to create meaning in their life's work, and to become productive citizens and leaders in their communities and the world. CLA is the largest college in the University of Minnesota, with approximately 500 faculty, 800 staff positions, 12,000 undergraduate, and 1,600 graduate students across 31 academic units. Each year the College welcomes 2,700 new first-year undergraduate students and about half that number of transfer students. The CLA Student Success Office oversees advising, recruitment, scholarships, diversity and access, student support services, internships, career services, and outreach to students.

The CLA Student Services Office serves as an outreach and service arm for undergraduate student policy, student record maintenance, process coordination, and student degree progress. CLA Student Services functions as the "front door" of the College, providing a critical central communication and information role for CLA and the CLA Student Success Office with a hybrid service model. We also provide information and referrals. We are "service driven" while planning, organizing, and delivering data-informed processes and communications in-person and virtually.

Pay Range: $23.34 - $24.73; depending on education/qualifications/experience

Time Appointment: 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. A cover letter is required for consideration. 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.

The application review will begin on 03/23/26.

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).