Academic Support Specialist

University of Minnesota; Saint Paul (MN); On-site; USD 34,000 - 41,000; Full time

Job summary

The University of Minnesota is seeking an Admissions/Orientation Coordinator to manage department-wide admissions and orientation activities. The role focuses on system development, data tracking in Slate, and collaboration with the Graduate Admissions Office to streamline processes.

Responsibilities include course scheduling, student registrations, and providing administrative support across departments. This full-time position emphasizes reliability, communication, and a proactive approach in

Qualifications

• High school diploma/GED and four years of related office and customer service experience.
• Proficiency in Microsoft Office Suite and Google Applications.
• Experience composing professional correspondence and business communications.
• Demonstrated attention to detail, proofreading skills, and ability to prioritize multiple tasks.

Responsibilities

• Lead collaborative development and implementation of administrative systems for admissions and orientation activities.
• Support planning and delivery of informational events and assist applicants with admission requirements.
• Coordinate with the Graduate Admissions Office and manage Slate throughout the admissions process.
• Oversee scheduling, course information entry, and department course scheduling using PeopleSoft, CCS, ASTRA, and UM Analytics.
• Assist with program area coordination, student registrations, exams, and academic support tasks.
• Manage department administrative and operations support, including communications and calendar management.

Skills

Microsoft Office Suite

Google Applications

Professional correspondence

Attention to detail

Education

High school diploma/GED

Tools

PeopleSoft

Slate

25Live

Adobe Creative Cloud

Job description

Job Location: Twin Cities. Employment Type: Full-time. Position: Regular. Job Code: 1885. Employee Class: AFSCME Unit 6 - Clerical.

About the Job

Bargaining unit consideration begins on November 10, 2026 and ends on November 16, 2026.

Admissions/Orientation Coordination (30%)

• Take initiative to innovatively lead collaborative development and implementation of administrative systems for department wide admissions and orientation activities
• Support planning and delivery of informational and orientation events for the department
• Respond in timely way to questions and advise potential applicants on admission requirements and process
• Work closely with the Graduate Admissions Office to keep up to date on procedures each year and maintain information listed in Slate
• Independently oversee and manage admissions process, including:
  • tracking and reporting for all programs using Slate through the entirety of the admissions process;
  • tracking and guiding applicants through multiple application stages,
  • communicating with faculty and leading their review process, ensuring timely review of applicants and timely reporting within Slate,
  • independently troubleshooting issues,
  • communicating with relevant parties regarding needed materials through each stage of the process
• Support planning and scheduling of interviews or on-campus visits for recruitment of identified applicants
• Triage transfer curriculum evaluation to the proper reviewer

Department Course Scheduling (30%)

• Take initiative to innovatively lead collaborative development and implementation of administrative systems for department wide course scheduling and instructional planning activities
• Use PeopleSoft, CCS, ASTRA, and UM Analytics scheduling-related electronic systems for all courses responsible for within department
• Develop and lead a system for gathering information from program area coordinators to organize and enter department course information (e.g., instructor, meeting pattern) by University deadlines
• Maintain a system for course scheduling by providing timely information and training for scheduling partners (Program Area Coordinators, directors, etc.) about departmental course scheduling practices and procedures
• Use electronic systems (e.g., Faculty Center, TwoStop, UM Analytics) to proof against scheduling database each term and reconcile discrepancies; alert Program Area Coordinators and departmental partners about issues and missing information
• Regularly monitor course enrollments and communicate with scheduling partners to inform adjusting course settings and/or schedule as necessary
• Coordinate with the Office of Classroom Management to schedule classrooms as needed for all departmental courses, ensuring priority deadlines are met
• Work with instructors to request course cancellations. For cancelled courses, update One Stop and scheduling database

Academic Support (30%)

• Take initiative to innovatively lead collaborative development and implementation of administrative systems for department wide programmatic and academic support activities
• Verify & approve non-degree registrations
• Assist students with non-degree registration processes
• Track waitlists and provide registration permission to students
• Track final exam schedules
• Maintain an understanding of registration policies and procedures and update faculty, instructors, and students as needed about standards and changes (e.g., late enrollment, withdrawal, independent study)
• Assist with textbook ordering and course packet submission
• Oversee the dissemination and collection of Student Rating of Teaching (SRT) forms at the end of each term
• Support collection and filing of course syllabi every semester according to department and University requirements
• Respond in timely ways to student inquiries about courses, registration, and grades; inquiries may require sharing of information and troubleshooting
• Serve as point person for student-related issues in PeopleSoft (permission numbers, prerequisites, non-degree enrollment, etc.)
• Track semester grade submission including all reminders and tracking to ensure compliance
• Provide administrative support to program area coordinators as needed; maintain program web pages, coordinate special events, programmatic and administrative planning
• Develop and lead a system for working with program area coordinators to conduct annual student reviews, including gathering information from students, sharing with advisors, and compiling information to be distributed back to students
• Develop and lead a system for working with program area coordinators to support organizing and/or communication related to students' program milestones
• Assist students and faculty with scheduling and administering written preliminary exams according to program requirements

Department Administrative and Operations Support (10%)

• Process copy requests for Paradigm
• Assist with coordinating marketing and promotional efforts as well as website updates with CEHD Communications and Marketing
• Collaboratively oversee the administrative office and public spaces. Maintain a welcoming and inclusive environment for all students, staff, faculty, and department guests
• Assist guests, answer phones, monitor email, sort and distribute mail, receive deliveries, and perform routine office tasks when needed
• Coordinate with the Department Administrator to help manage internal communications systems such as continuous updating of email listservs, directories, and websites related to personnel changes
• Provide support with calendar management, meeting preparation, events (Fall and Spring Assemblies, Block Party, Commencement, etc.), conference room and space reservations
• Serve as an additional resource or back up for other staff during times of high work volume, vacations, or other leaves
• Support special projects and assignments as requested
• Help maintain effective organization and documentation of office processes and procedures
• Other duties as assigned

Please note, this position is not eligible for H-1B or Green Card sponsorship. This position does not offer a STEM OPT training program.

Monday - Friday, 8:00 am - 4:30 pm. Overtime and consecutive Sunday work are not conditions of employment.

Qualifications

Required Qualifications:

• High school diploma/GED and four years of related office and customer service experience. Training or education may be substituted for some experience.
• Proficiency in Microsoft Office Suite and Google Applications.
• Experience composing professional correspondence and business communications.
• Demonstrated attention to detail, proofreading skills, and ability to prioritize multiple tasks.

Preferred Qualifications:

• Experience working in higher education or the public sector.
• Experience working independently and collaboratively in a team environment.
• Experience coordinating events.
• Experience using PeopleSoft, 25Live, or Slate.
• Experience using Adobe Creative Cloud.

About the Department

The Department of Educational Psychology provides training in the in the cognitive, emotional, and social learning processes that underlie education and human development across the lifespan, including: the psychological foundations of education, quantitative methods in education, the practice and science of counseling psychology, school psychology, and special education. Faculty and students provide leadership and consultation to the state, nation, and international community. The department's scholarship and teaching enhance professional practice in schools and universities, community mental health agencies, business and industrial organizations, early childhood programs, and government agencies. https://edpsych.umn.edu

The College of Education and Human Development (CEHD), the University's third largest college, contributes to a just and sustainable future through engagement with the local and global communities to enhance human learning and development at all stages of life. We know diversity is necessary to do our best work and foster our humanity. That's why the CEHD community is collectively dedicated to cultivating an inclusive and equitable environment, embracing and celebrating all identities of our students, staff, and faculty. These values are also a moral imperative requiring continuous proactive measures and a firm stance against prejudice, discrimination, and systemic injustice.

Pay and Benefits

Pay Range: $24.81-$29.53/hour; depending on education/qualifications/experience

Time Appointment: 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

While our salary ranges provide a framework, it is important to note that most of the time, the initial pay may not reach the maximum of the range. This approach ensures that compensation reflects the value and unique contributions of each candidate while maintaining equity within our organization. As part of our commitment to fair and equitable compensation, please be aware that the salary offered to incoming candidates will be based on their individual credentials and experience.

Diversity

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

Employment Requirements

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.