Student Access Office Specialist

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, digital record keeping, 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.

*Bargaining unit consideration begins on Friday, May 2, 2025 and ends on Friday, May 9, 2025.

This position will work a hybrid schedule, working on campus 3 days per week Monday - Friday 8:00AM - 4:30PM, as arranged at time of hire. Overtime or consecutive Sunday work are not conditions of employment.

Responsibilities/Duties

Front Desk Reception (60%)

• 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.
• 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.
• Utilize in-person, email, zoom/google meet, 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.
• Schedule meetings and individual appointments for Access Consultants.
• Support DRC management through providing regular updates about inquiries/requests fielded, and through identifying appointment and drop-in coverage options when staff are out on short notice.
• 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.
• Identify procedural gaps and problems. Collaborate with Student Access management and Access Consultants to find solutions.
• Utilize independent judgement to provide referrals to other University offices and consult as needed.

Administrative Support (30%)

• Request, file, and organize student records and medical documentation using the appropriate technologies, including faxing and sending releases to medical providers.
• Update student records and enrollment in Peoplesoft. Process 13-credit exemptions, accompanying financial aid accommodation requests, priority registration, and retrieve student transcripts.
• Create, update, and enter case notes and student contacts in electronic student records database.
• Facilitate students' completion of initial registration paperwork.
• File, maintain, and update student archive files and schedule off-site document storage and retrieval.
• Type thorough meeting minutes for Student Access team meetings.
• Participate in weekly staff meetings, consultation circles, and weekly 1:1s with direct supervisor.
• Work on special projects and serve on work teams as assigned.
• Train and orient staff who cover front desk work. Review completed tasks and provide feedback as needed.
• Engage in required/ongoing training.
• Sort and distribute office mail.

Office Management (10%)

• Manage and maintain office equipment and related supplies (copiers, printers, water coolers, etc). Request and arrange for service as needed.
• Document, fulfill, track, and archive requests for office supplies for all DRC units.
• Request building maintenance from facilities management.
• Maintain the professional appearance and cleanliness of the reception, waiting room, and front desk space.

Required Qualifications

• High school diploma/GED and two years of related office and administrative experience.
• 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.
• 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

• 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.
• 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.
• Demonstrated adaptability in learning new processes, procedures, software, and equipment.
• Experience with data entry for accurate record keeping.
• Good to excellent organizational skills and ability to create a professional atmosphere.
• Ability to prioritize in a fast-paced environment using independent judgment.
• Experience organizing, preparing agendas, and taking minutes for staff meetings.
• Demonstrated experience with HIPAA, working with PHI, secure documents, and maintaining confidentiality.
• Demonstrated experience in working independently, collaboratively, and consultatively.
• Prior experience working with people with disabilities in a multicultural environment.
• Experience in high traffic customer service settings; display effective problem solving techniques and planning.
• Demonstrated commitment to continuous improvement by seeking and integrating feedback Essential

Pay Range: $45,115.20 - $46,450.00; depending on education/qualifications/experience

Time Appointment Category: 100% Appointment

Position Type: Non-Faculty Labor Represented Staff (AFSCME Clerical)

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.

A resume is required for a complete application.

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).