The Student Access office specialist serves as office support for the high-traffic Disability Resource Center (DRC), which serves over 4,000 students annually. This position serves as the front-line in customer service to the University and greater community and provides office support to DRC Student Access staff. Duties include scheduling appointments and meetings for Access Consultants, answering questions from visitors in-person as well as by phone and email, explaining procedures and processes for registering with the DRC, assessing where to direct novel inquiries, composing and sending out correspondences and information, communicating with other university departments and the general public regarding requests for DRC information and materials, word-processing, establishing and maintaining computerized records and files, participating in weekly staff consultation meetings, and project development/management as needed. Individuals in this role must demonstrate the ability to interact effectively with individuals across diverse communities. This position requires the ability to work independently with strong professional judgement while performing assigned duties and discernment in assessing when consultation is needed.
Responsibilities/Duties: Front Desk Reception, 60% â— Maintain an inviting, professional office space that is committed to equity, access, and serving culturally diverse and underserved communities. This includes greeting all meeting guests where they are and providing referrals when needed. â— Serve full-time as the front-desk receptionist. Support students, employees, and guests in navigating access at the University on a drop in basis. This includes explaining processes and procedures for getting registered with the DRC. â— Utilize in-person, email, and phone communication to provide students, employees and guests with general information about the Disability Resource Center. This includes tracking frequently asked questions and documenting responses for student employees who support the front desk as needed. â— Schedule meetings and individual appointments for Access Consultants. â— Assist DRC management with identifying appointment and drop-in coverage options when staff are out on short notice. â— Field general inquiries regarding disability access on the University of Minnesota campus, the Disability Resource Center, and other related campus services. Compose and send correspondences. â— Identify procedural gaps and problems. Collaborate with Student Access management and Access Consultants to find solutions. â— Utilize independent judgement to provide referrals to other University offices and consult as needed.
Administrative Support, 30% â— Request, file, and organize student records and medical documentation using the appropriate technologies, including faxing and sending releases to medical providers. â— Update student records and enrollment in Peoplesoft. Process 13-credit exemptions, accompanying financial aid accommodation requests, priority registration, and retrieve student transcripts. â— Create, update, and enter case notes and student contacts in electronic student records database. â— Facilitate students’ completion of initial registration paperwork. â— File, maintain, and update student archive files and schedule off-site document storage and retrieval. â— Type thorough meeting minutes for Student Access team meetings. â— Participate in weekly staff meetings, consultation circles, and weekly 1:1s with direct supervisor. â— Work on special projects and serve on work teams as assigned. â— Train and orient staff who cover front desk work. Review completed tasks and provide feedback as needed. â— Engage in required/ongoing training. â— Sort and distribute office mail.
Office Management, 10% â— Manage and maintain office equipment and related supplies (copiers, printers, water coolers, etc). Request and arrange for service as needed. â— Document, fulfill, track, and archive requests for office supplies for all DRC units. â— Request building maintenance from facilities management. â— Maintain the professional appearance and cleanliness of the reception, waiting room, and front desk space.
This is a full-time 100%, 12 month appointment with benefits.
Required Qualifications: â— High school diploma/GED and two years of related office and administrative experience. â— Computer experience. Knowledge of and experience working with Macintosh/PC computer/word-processing software, multi-line phone system, photocopier, fax machine, database software or records keeping, Google Suite Applications, and calendar event scheduling. â— Demonstrated experience in, and an ongoing commitment to, working effectively with and across diverse communities, including specific experience with one or more of the following identities/communities: people of color, including underrepresented groups and new immigrant populations; American Indians; people with both visible and invisible disabilities; women; people of various gender and sexual identities and expressions; and first-generation students from economically disadvantaged backgrounds.
Preferred Qualifications: â— At least 3 years of experience in a customer service or general office setting and/or post-high school training; working knowledge and understanding of office operations and procedures. â— Excellent verbal and written communication skills as well as customer service skills; must be able to work well with and communicate effectively with a variety of customers (students, staff, faculty, visitors, DRC staff); maintain and promote courteous interactions and a welcoming environment for visitors. â— Demonstrated adaptability in learning new processes, procedures, software, and equipment. â— Experience with data entry for accurate record keeping. â— Good to excellent organizational skills and ability to create a professional atmosphere. â— Ability to prioritize in a fast-paced environment using independent judgment. â— Experience organizing, preparing agendas, and taking minutes for staff meetings. â— Demonstrated experience with HIPAA, working with PHI, secure documents, and maintaining confidentiality. â— Demonstrated experience in working independently, collaboratively, and consultatively. â— Prior experience working with people with disabilities in a multicultural environment. â— Experience in high traffic customer service settings; display effective problem solving techniques and planning. â— Demonstrated commitment to continuous improvement by seeking and integrating feedback Essential
Internal Number: 341938
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.