CLA Career Services Office Coordinator

University of Minnesota; Saint Paul (MN); On-site; USD 32,000 - 41,000; Full time

Benefits offered by this job

Competitive wages

Tuition benefit program

Health and retirement benefits

Job summary

University of Minnesota in the Twin Cities is seeking an Office Administrator to provide administrative and operational support for CLA Career Services. The role coordinates scheduling, purchasing, facilities, and budget reconciliation while overseeing the front desk and serving as a point of contact for students, alumni, staff, and partners.

Some hybrid flexibility may be possible during academic breaks. The position emphasizes in-person work with regular hours from 8 a.m.

Qualifications

• BA/BS degree or equivalent plus 4+ years of admin/support experience.
• Experience coordinating multiple administrative activities and events.
• Experience using office technology, databases, spreadsheets, and electronic recordkeeping systems.

Responsibilities

• Oversee front desk operations and staffing during hours of operation.
• Coordinate departmental administrative and financial operations, including budget reconciliation and supply management.
• Support staff through training and provide performance feedback; assist with meetings and events.
• Handle front-line communications and facilities coordination, respond to inquiries within 72 hours.
• Coordinate data collection, reporting, and special projects; participate in committees as appropriate.

Skills

Organizational skills

Time management

Communication skills

Customer service

Discretion

Multitasking

Education

BA/BS degree

Tools

Microsoft Office

Google Workspace

Job description

Job ID: 376441

Job Family: Administration

Location: Twin Cities

Full/Part Time: Full-Time

Regular/Temporary: Regular

Job Code: 8201AO

Employee Class: Civil Service

About the Job

The Office Administrator provides administrative and operational support to ensure the effective functioning of CLA Career Services. In partnership with the Director of Career Services and the JHub, the unit's central administrative hub, the position coordinates office operations, including scheduling, communications, purchasing, facilities, and budget reconciliation; oversees the front desk and serves as an initial point of contact for students, alumni, staff, campus partners, and external stakeholders; and supports the recruitment, onboarding, and training of staff and student employees. The position also provides direct support to the Director in coordinating priorities, special projects, meetings, and office needs. This is a primarily in-person role with office hours being Monday through Friday from 8 a.m. – 4:30 pm, with the possibility for some hybrid flexibility during academic breaks.

Job Responsibilities

Front Desk and Customer Service Operations (40%)

• Oversee the daily operations of CLA Career Services' in-person and virtual front desk, including student staff scheduling, coverage, career coach appointment coordination, and drop‑in peer coaching; ensure appropriate staffing throughout hours of operation and provide front desk coverage as needed.
• Collaborate with the career services team to identify and remove barriers to access at the individual, community, and system level through a racial equity and social justice lens. Help us make our office work better for students.
• Proactively identify and resolve scheduling and technical issues, along with operational conflicts to ensure consistent and efficient service.
• Serve as the first point of contact and represents CLA Career Services, providing proactive, professional, and accurate customer service to students, faculty, staff, alumni, and other stakeholders regarding career services events, classes, programs, resources, and office procedures.
• Develop, document, and implement front desk processes and procedures that promote efficiency, consistency, and quality service. Evaluate existing practices and recommend revisions as appropriate.
• Ensure the Career Services reception area, resource room, and office spaces are organized, welcoming, and well maintained.

Administrative and Office Operations (50%)

• Serve as the primary CLACS liaison to CLASS Administration, assisting with professional and student hiring, fiscal operations, and facilities management.
• Coordinate departmental administrative and financial operations, including internal office communications, budget reconciliation, supply inventory and ordering, office procedures, and general logistical needs.
• Support staff and student employees through training and administrative assistance, and contribute to performance feedback and review processes as appropriate.
• Coordinate staff meetings, office event programming, recognition activities, and team‑building initiatives.
• Coordinate front‑line communications and facilities coordination, including administration of the main Career Services email account, responding to and routing inquiries, coordinating meeting and conference spaces, and addressing building, equipment, maintenance, and repair needs within 72 hours.
• Coordinate departmental and organizational priorities, including data collection, reporting and analysis; special projects and strategic initiatives; and participation in college and University committees and working groups as appropriate.

Other Duties as Assigned (10%)

• Commitment to supporting diversity, equity, and inclusion initiatives
• Engage in professional development and ongoing training/development
• Participate in Career Services, Student Success, College and University‑wide committees and meetings as requested.
• Other duties as assigned and as appropriate to the individual's background and experience and needs of the office.

Qualifications

Minimum Qualifications: Education and Experience

• BA/BS Degree or a combination of related education or work experience to equal at least 4 years. Four or more years of administrative, office, program, or related professional support experience.
• Experience coordinating multiple administrative activities, projects, or events.
• Experience using office technology, databases, spreadsheets, and electronic recordkeeping systems.

Preferred Qualifications

• Strong organizational and time management skills with excellent attention to detail and accuracy.
• Effective written, verbal, interpersonal, and customer service skills.
• Ability to manage multiple priorities, work independently, exercise sound judgment, and adapt to changing needs.
• Ability to handle confidential and sensitive information with professionalism and discretion.
• Proficiency with Microsoft Office, Google Workspace, and other administrative systems, with basic financial skills and the ability to learn new technologies.

About the Department

Overview of CLA Career Services

CLA Career Services (CLACS) supports approximately 12,000 undergraduate students in the College of Liberal Arts (CLA), as well as alumni during their first year after graduation, at the University of Minnesota's Twin Cities campus. Housed within the CLA's Division of Student Success, CLA Career Services provides career development support to prepare students for successful transitions beyond graduation.

Pay and Benefits

Pay Range: $23.00 - $30.00 per hour; depending on education/qualifications/experience

Time Appointment: 100% Appointment

Position Type: Civil-Service

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.

About University of Minnesota

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 Forbes as a Best Employer for Company Culture (2026), Best Employer for Women (2023, 2025, 2026), and Best Employer by State (2022-2026). In 2026, we also received Culture Excellence & Industry Awards recognition for employee appreciation and work‑life flexibility.