Academic Operations Specialist

This position actively supports academic curricula. We are seeking an independent problem solver who can effectively work with faculty to deliver vital academic program support. The successful candidate will have strong problem-solving skills; finesse in communicating with students, faculty, and staff from diverse communities; commitment to successful customer service; and the ability to exercise independent judgment and recommend effective actions. This position has limited authority to make commitments on administrative policies and procedures, as they relate to academic program administration.
The department is home to five undergraduate programs, two graduate programs and two departmental research centers: the Human Dimensioning Lab and the Wearable Technology Lab.

Appointment Details:

This 12-month, 100%-time in person continuing position is located in the Department of Design Innovation (DESI) on the St. Paul Campus and reports to the Department Administrator. This position is covered by the AFSCME Clerical Union. Union/Fair share deductions may be made.
The work is primarily on-site, and may require occasional travel between campuses to support our dual-campus college. There may also be some flexibility for occasional remote work arranged with the supervisor.

Job Responsibilities:

Academic Program Support - 25%

• Serve as academic programs' and departmental liaison to College of Design Student Services, students, and faculty. This position serves as the content expert for academic operations policies and procedures, and is responsible for identifying, initiating, coordinating, and enacting effective practices and procedures.
• Anticipate potential scheduling issues; exercise independent judgment in resolving course scheduling issues; serve as a liaison to school chairs, CDes academic advisers, Directors of Graduate Studies (DGS), and other administrators to resolve issues and minimize impacts to students.
• Manage the course registration process for the department. Serve as a resource to students by providing permission numbers for courses, internships and directed studies. Use the Handshake system to manage internship permissions. Consult with faculty, Student Services advisers, DGS, or other administrators as appropriate.
• Manage the administrative review/revision of the permission number process with school chairs, advisers, student services staff, and others as appropriate, aiming for optimal student experience while filling classes efficiently. Monitor the permission number database and analyze requests to exercise independent judgement to allow students course access based on a review of their completed coursework and academic plan(s). Escalate problems to School Chairs, Associate Head and Department Administrator as appropriate.
• Identify concerns for accommodating students and work with school chairs, Department Administrator and Associate Department Head on unresolved concerns.
• Assist with the portfolio review process for all pre-major programs: which may include communicating with faculty, advisers, and the registrar; updating application or major-status documents; assist students, the Office Manager and School Chairs with issues during setup/takedown process.
• Assist Department Administrator, Associate Department Head, Department Head, DGS, and school chairs with researching and collecting data; analyze data; draft, review and edit reports; etc., and compile information and other material as requested. Bring trends and patterns to the Associate Department Head and Department Administrator's attention and recommend solutions in particular for optimal enrollment management (i.e. reserve seating, enrollment caps, etc).
• Cooperate college-wide to continually improve processes for updating CDes curricula, scheduling classes, and otherwise ensuring optimal delivery of collegiate academic programs.
• Enter proposed academic year course schedules in a departmental database (or similar system)--enter the changes the school chairs have identified.
• Enter proposed course schedules in PeopleSoft-enter the changes to the schedules for the next academic year and update the existing instructor information.

Curriculum Management - 20%

• Serve as the institutional knowledge expert for the school chairs' policies and procedures; facilitate knowledge sharing. This position is key to educating the Associate Head and School Chairs who serve on a rotating basis.
• Serve as liaison to undergraduate school chairs, DGS and Associate Head by coordinating department curriculum committee meetings, including document management, gathering agenda items, and communicating changes in consultation with the Associate Head and Department Administrator.
• Coordinate the curriculum process. Manage all new course proposals, course changes, and program changes. Schedule departmental meetings and take minutes, process documents using the college's curriculum tracking systems and through CourseDog including and the timely collection and filing of up-to-date course syllabi; maintain records.
• Initiate problem-solving processes to resolve concerns, project future needs, etc. Advise faculty on processes and forms related to additions and changes to curricula.
• Document approved proposals, update CourseDog system, and manage related documents in accordance with the college's curriculum workflow processes.
• Communicate with the CDes curriculum committee coordinator about any changes that are not yet reflected in the automated document processing system in consultation with the Associate Head and Department Administrator.
• Update scheduling systems with curriculum changes as approved.

Course Scheduling Management (40%)

• Serve as content expert for policies and procedures related to the PeopleSoft System (Curriculum Management modules, including Collaborative Class Scheduling (CCS) and the CourseDog curriculum management system.. Keep informed about University, College, department, and program policies, regulations, procedures, and practices; inform faculty and staff.
• Author and maintain a database of all program course scheduling. Manage the course schedule planning for the next academic year. Manage scheduling of physical spaces for classes, to ensure appropriate spaces are available for teaching. Consult with the Associate Department Head and Department Administrator regarding significant issues of concern.
• Take the initiative to integrate schedules, identifying and resolving scheduling conflicts with all undergraduate and graduate programs to ensure that courses are available to students; escalate problems to the Department Administrator as appropriate.
• Responsible for ensuring accuracy of data entered into CourseDog and CCS, confirming all aspects of department's annual course offerings are scheduled prior to University deadlines; updating course information and curricula changes.
• Ensure course scheduling is current for all departmental courses and entered into Collaborative Course Scheduling (CCS) by the appropriate deadlines.. Schedule in PeopleSoft (CCS) using data from the department's databases.
• Work with the Office of Classroom Management to resolve scheduling issues.
• Collaborate with advisors and registrar to anticipate scheduling needs, reserve group numbers and permission number requests for new students and transfer orientations. Be available to respond to inquiries from advisers during scheduled freshman and new student orientations in the summer and January transfer student orientations.
• Serve as liaison between and among department, College, and University offices for course scheduling issues; notify directors of undergraduate programs (DUGS), directors of graduate studies (DGS), and Department Administrator of emerging trends, enrollment issues, etc.

Academic Program Administration - 15%

• Researches and provides accurate information to faculty/staff and students regarding policies and procedures related to the scope of work, i.e. curriculum management, course scheduling and purchasing.
• Maintain data on enrollment, student graduation, and pedagogical needs regarding the evaluation and success of DESI undergraduate and graduate programs and other assigned department initiatives.
• Manage purchasing and studio classroom needs/set up in collaboration with the Office Manager. This includes but is not limited to:
• Ordering classroom studio supplies, ordering catering, speaker gifts, set up contracts, pay invoices and make approved purchases using the department credit card.
• Arranging travel accommodations for students and faculty for field trips
• Ordering and maintaining supplies and equipment.
• Provide back-up reception support for the Office Manager as needed which includes but is not limited to: maintaining departmental key program, room and equipment scheduling and use; initiating service calls as necessary, and issues related to department assigned areas and public areas in McNeal Hall, forward requests to Facilities Management as appropriate.

Required Qualifications:

• High School diploma/GED and at least five years related administrative experience to include project management. Coursework in a related field may substitute for some years of experience.
• Minimum of two years project management experience.
• Evidence of problem-solving skills and exercising independent judgment.
• Customer service experience.
• Strong organizational skills, attention to detail, and time management.
• Ability to work productively, professionally, and collaboratively with department constituents, faculty, staff, and students from diverse communities.
• Demonstrated skills with Microsoft (Word, Excel, etc.), Google Suite applications (Google Docs and sheets, google share drives, etc.).

Preferred Qualifications:

• Two or more years working with students or in a student-support role.
• Three or more years of progressively more responsible experience.
• Expertise in database management and analysis.
• Demonstrated experience in MS Access.
• Previous experience in a higher-education setting.
• University system experience with PeopleSoft, CourseDog, APLUS, UM Reporting Center.
• Demonstrated excellent customer service skills.
• Demonstrated high-level communication skills, including oral and written to multiple audiences.
• Ability to explain complex policies in easy-to-understand language.
• Demonstrated discretion and ability to maintain confidentiality.
• Ability to work independently, creatively, and collaboratively in a fast-paced environment, and to prioritize multiple tasks.
• Evidence of self-initiative to manage cyclical workload.

Pay Range: $25.51 - $30.94 (53k - 64k annually); depending on education/qualifications/experience

Time Appointment Category: 75%-100% Appointment (If job description above does not specify appointment or expected weekly hours, assume a 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 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 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)

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