Admissions Operations Coordinator

POSITION OVERVIEW
The Operations Coordinator (Coordinator) will primarily support the administrative and operations functions of the University of Minnesota's (UMN) central Graduate Admissions Office (GAO) in its goal to provide exceptional service and
support to prospective graduate students; system-wide graduate program faculty and staff; and internal and external agencies related to graduate admissions. The Coordinator is responsible for assisting the development, implementation, and administrative management of general operations of the GAO. The GAO is a system-wide unit of the Graduate School (GS) at the University of Minnesota.

As a critical member of the GAO team, the Operations Coordinator is responsible for Admissions Operations and the management of Frontline Support to ensure the delivery of an exceptional suite of system-wide admissions services for graduate faculty and staff, prospects, applicants, current graduate students, and externally sponsored student agencies.

The Operations Coordinator drives the effectiveness, accessibility, and accuracy of admissions services by ensuring a high level of administrative support to all constituents, developing and implementing efficient services, and helping safeguard institutional risk by having a working knowledge of and advising on administrative policies, best practices, and proper protocols for protecting student data. This role is also an integral partner to the Graduate School's diversity and communication teams.

The successful candidate will demonstrate ability for and experience in independence in areas of decision making and problem solving in the scope of work.
The Operations Coordinator reports to the Assistant Director of Operations in the GAO..
The salary for a maximally qualified hire is $53,250.00

WORK CONDITIONS
This work is performed in a service-centered, professional environment. This position will require travel to represent the University of Minnesota at recruitment fairs, conferences, and/or provide information sessions to various audiences.
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The Graduate School is currently working in a hybrid work model (some time remote and some time on campus) and all staff are required to work in-person on campus on Wednesdays. This agreement is subject to change based on mission needs.

PRIMARY JOB RESPONSIBILITIES
1. Unit Administrative Operations - 50%

• Research, design, deliver and assess best practices and protocols for administrative efficiency and operational excellence in support of the work of the GAO.
• Execute the daily operations of the University's central GAO, which provides critical support to more than 200 graduate programs on the Twin Cities, Duluth, and Rochester campuses.
• Conduct analysis and recommend short and long-term strategies and best practices for technology, process, policy, and other areas of support for 18,000 applicants per year as well as the graduate programs, faculty, admissions staff, Graduate School staff, and other constituents who depend on the office to effectively support their strategic and daily work.
• Support the development and lead the implementation of new administrative initiatives, processes, and workflows to align with University policy and procedures for graduate admissions.
• Prepare reports for budget, admissions applications, recruitment yield, and ad hoc topics for the GAO, Graduate
  School, graduate programs, and other constituents to enable data-driven decision making.
• Serve as a facilities support partner for the Graduate School: maintain and participate in projects to implement space and equipment changes. This includes ensuring facilities management requirements are met, analyzing and implementing technology to support hybrid work, coordinating equipment repair, and supporting pilot projects with new technologies (AI, mobile scanning, etc.)

2. Frontline Support Service Management/Advising - 30%

• Serve as the primary supervisor and contact for student support staff.
• Advise and counsel applicants, graduate program faculty and staff in more than 200 graduate programs on the administrative admissions process and provide resources to ensure equity among applicants, both international and domestic.
• Serve as the University's central point of contact and liaison for international student sponsoring agencies, Fulbright, Amideast and other partner agencies. Includes serving as liaison between agency placement officers and graduate programs, investigating, troubleshooting and responding to inquiries from agency officers, graduate programs and applicants; reviewing applications for completeness and requesting additional materials when necessary; and collaborating with International Student and Scholar Services staff to address to ensure the highest level of support and service for sponsoring agencies and students.

3. Communications - 10%

• Research, develop and maintain a modern, accessible and sustainable platform for GAO job aids/tutorials (Toolkits, automated reminders, etc.).
• Draft and deliver communications to effectively engage internal and external audiences
• Ensure communication content accessibility, accuracy, and relevance across all Graduate Admissions platforms.
• Assist the development of communication strategies for the GAO and individual graduate programs via the University's central graduate admissions Slate CRM system
• Develop and enhance Graduate Admissions web pages, internal Google tools (sites/drives/etc.), and other communications tools to ensure critical content reaches graduate admissions stakeholders.

4. Outreach/Recruitment - 10%

• Coordinate and support event planning, and implementation of admissions recruitment activities; and Graduate School events related to graduate student support. This includes outreach events, recruitment events, online presentations, in-person presentations, and other event related work.
• Provide support as directed and/or necessary to deliver the mission of the GAO, and the Graduate School.

REQUIRED QUALIFICATIONS

• BA/BS degree, or a combination of education and relevant work experience to equal at least four years
• A high level of cross-cultural sensitivity and ability to successfully communicate and develop positive relationships, as demonstrated by experience providing customer service and/or experience interacting with people of diverse backgrounds.
• Proficiency with PCs, Microsoft Office, Adobe PDF, and Google Workspace applications, or has the ability to work n similar software systems.
• Must pass a background check before beginning work

PREFERRED QUALIFICATIONS

• Superior interpersonal skills, including strong oral and written communication skills
• Proven ability to successfully manage substantial workload that includes multiple commitments and competing priorities
• Strong organizational skills - focused, and results-oriented. Is highly motivated as demonstrated by the ability to take initiative and make informed decisions.
• Able to work as part of a team, and independently.
• Experience in a university office setting, particularly pertaining to administrative coordination and support of student services.
• Customer service experience in a dynamic, fast-paced environment
• Experience with PeopleSoft, Slate, MyU Portal, Mitel Communicator, Zoom, and Perceptive Content programs

The University of Minnesota Graduate School provides administrative support for approximately 200 doctoral, master's,
licensure, and certificate programs in the biological, health, engineering, physical, mathematical and social sciences; education and psychology; and language, literature, and the arts. The Office of Graduate Admissions, with a full-time staff of eight, is responsible for processing new applications for admission for graduate and professional programs, as well as
applications for readmission and change of status. Approximately 18,000 applications are received annually.

The office uses an online admissions system, Slate, which is also used by the graduate programs. The office is also responsible for international credential evaluation, issuing visa documentation for international students, recruitment, informing
constituents about local and national admissions issues, and supporting prospective students, applicants, staff, and faculty with all graduate admissions related questions. For more information about The Graduate School and the Admissions Office go to www.grad.umn.edu

Pay Range: $50,000 - $53,250 annually, depending on education/qualifications/experience

Time Appointment Category: 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.

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).