This is a 100% position located in the Department of Curriculum & Instruction, an academic unit in the College of Education & Human Development. The employee’s primary administrative responsibilities are coordinating scheduling and course-related functions for approx. 45 faculty, providing facilities management to the department across 3 buildings and 14 classrooms, and providing administrative support to the department. This position will be remote (work-from-home) until August 2nd at which time a flex-work arrangement may be possible. This position is temporary with an end date of December 15, 2021.
Department Course Scheduling (40%)
Enter C&I, MTHE, and MNGOT course information into Collaborative Class Scheduling (CCS) system by University deadline dates.
Manage department course scheduling database, including updates from program areas by University deadline dates.
Instruct Program Area Coordinators in use of departmental course scheduling database and notify them of deadlines for submission of classes, instructor information updates; follow up on missing information.
Proof One Stop and Two Stop against scheduling database two weeks before the start of registration for each term and reconcile discrepancies; alert Program Area Coordinators to issues and missing information.
Coordinate with the Office of Classroom Management (OCM) and schedule classrooms as needed for all department courses.
Schedule other department classes in department classrooms as needed/available
Assist in monitoring and reporting low enrollment courses three weeks before start of Fall and Spring courses and two weeks before the start of Summer courses
Request course cancellation from the CHED office and notify students. For cancelled courses, update One Stop (CCS) and department scheduling database.
Course Related Administrative Support (40%)
Coordinate the course approval process by working with various faculty and staff.
Process course and special topic requests approved by the PAC and/or department chair in the Electronic Course Authorization System (ECAS)
Provide administrative support for enrollment management. Track and report low enrollments every semester.
Respond to student inquiries about courses, registration, and grades; troubleshoot any issues.
Keep track of waitlists and provide permission numbers to students.
Assist faculty with class lists and submission of grades at the end of each semester.
Maintain a high-level understanding of registration policies and procedures and advise students and faculty about these.
Serve as administrative coordinator for the course evaluation process. Coordinate, distribute and process department course evaluations each session.
Collect and file course syllabi every semester according to University requirements.
Provide input on policies related to course related operations in the department.
Facilities Management & Admin Support (20%)
Department liaison to Facilities Management, the College of Education and Human Development and the University regarding facility issues.
Coordinate and perform regular maintaining, organizing, and updating of Department managed spaces, classrooms, equipment, furniture, and technology.
Report and track maintenance requests to Facilities Management for the Department of Curriculum and Instruction.
Coordinate internal and external moves of faculty and/or furnishings.
Coordinate office upgrades
Coordinate department Networking and Telecommunication Services (NTS).
Update Space Management (U-Space)
Assist in short and long range departmental building usage and remodeling projects.
Update building directory
Disseminate targeted facility related information to building occupants.
Serve as Department Access Coordinator, processing requests for afterhours access to building working with Department of Central Security.
Assign and track facility keys for 275+ personnel; collect them after personnel no longer require access.
Provide assistance, as requested, to chair and administrative director; provide back-up support to front office staff.
Other duties as assigned.
High School Diploma/GED and four years of related office experience. Training/education may be substituted for some years of experience.
Proficient computer skills with Microsoft Office Suite Word, Excel, PowerPoint, and Google; and electronic calendaring.
Experience editing and formatting correspondence and business communications.
Demonstrated experience working with individuals from diverse backgrounds and experiences.
Experience working with employers that demonstrably value areas of equity, justice, and diversity including, but not limited to race, social class, gender, language, and sexuality.
Experience working in a higher education environment, preferably in an academic department.
Experience with University of Minnesota curriculum, course scheduling, and facilities systems.
Proven ability to work with course and enrollment related data.
Ability to work independently as well as part of a team.
Demonstrated ability to solve problems, organize workload, and manage multiple priorities.
Ability to assess procedures and implement continual process improvement.
Internal Number: 340711
About University of Minnesota, Twin Cities
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.