Student Services Assistant - Front Desk

Agupdate; Willmar (MN); On-site; USD 42,000 - 65,000; Full time

Job summary

Minnesota State is seeking an on-site Student Services Administrative Support specialist to provide frontline support college-wide. Responsibilities include data entry, student file management, document imaging, scheduling, and assisting students, families, faculty, and staff with enrollment, records, financial aid, and billing information.

The role emphasizes customer service, professional communication, and the ability to research, problem-solve, and handle multiple tasks with minimal

Qualifications

• Knowledge of customer service practices to identify needs and ensure satisfaction.
• Ability to explain policies clearly to internal and external customers.
• Skill in providing prompt, accurate information by phone, email, or in person.
• Knowledge of math to maintain financial records and resolve discrepancies.
• Proficiency in word processing and professional writing.
• Knowledge of standard office software for word processing, spreadsheets, and databases.
• Knowledge of document/records management systems.
• Ability to input, verify, and edit electronic data accurately.

Responsibilities

• Provide administrative support college-wide, including data entry and record management.
• Assist in scheduling appointments and managing student files and records.
• Imaging documents and maintaining accurate electronic files.
• Answer questions related to enrollment, academic records, financial aid, and billing.
• Research, investigate, and resolve student issues with minimal supervision.
• Deliver professional customer service to students, families, faculty, and staff.

Skills

Customer service

Communication skills

Attention to detail

Interpersonal skills

Problem-solving

Independence

Teamwork

Multilingual ability

Tools

Word processing

Spreadsheets

Databases

Document management systems

Job description

Monday- Friday, 8:00AM-4:30PM
This position is not telework or work from home eligible (this position requires on site presence)

This position serves as the front line of the Student Services department and provides administrative support college-wide, which may include but is not limited to data entry, management of student files and records, document imaging, scheduling appointments, and being assigned special projects by others within the college. This position delivers support to students and their families, faculty, staff, and others in the college community by providing essential information, assistance navigating online resources, answering questions in the areas of course enrollment information, academic records, financial aid, disability services, payments and billing. This position requires a high level of customer service, professional knowledge and ongoing training to research, investigate, problem‑solve, and resolve both simple and complex student issues under minimal supervisory guidance, regularly exercising professional judgement and discretion on individual student cases. The person in this position must be able to work independently, with minimal supervision and possess the interpersonal communication skills needed to do work for multiple people.

This position requires analytical and problem‑solving skills along with a high level of attention to detail and organizational skills. This position also requires skills in the areas of interpretation of information, computation, ability to work well under pressure and deal with people in a professional manner. In this position, human relations and interpersonal skills are of equal importance with technical skills. This position requires the ability to perform duties with a minimum of supervision and must make appropriate decisions.

Minimum Qualifications

• Knowledge of customer service practices and principles sufficient to identify each customer’s needs, meet quality standards for services, that result in customer satisfaction.
• Ability to explain policies and procedures in a clear, concise, and professional manner to both internal and external customers.
• Skill in customer service sufficient to provide prompt and accurate information to customers in person, on the phone, and through email and other written or electronic correspondence.
• Knowledge of math sufficient to maintain complete and accurate financial records and balance and resolve discrepancies.
• Skill in word processing sufficient to prepare, edit, and finalize emails, memos, reports, and/or other documents and types of written communication that are grammatically correct, in proper format, and free of spelling errors.
• Knowledge of standard computer software programs for word processing, spreadsheets, and databases sufficient to create, modify, and protect files.
• Knowledge of document and/or records management systems sufficient to store, categorize, and retrieve electronic files
• Ability to accurately input, verify, and edit electronic data and check input and output data for completeness, accuracy, and discrepancies.

Preferred Qualification

• Experience using Minnesota State systems, including ISRS, ImageNow, D2L, SharePoint, MS Teams, and/or test bank generators.
• Knowledge of Ridgewater College academic programs, policies and procedures and a commitment to the values of education for all individuals.
• Interview techniques and communication skills sufficient to obtain routine information from prospective students.
• Excellence in positive problem‑solving skills/dilemma resolution skills.
• Ability to manage multiple projects with precision of detail and with complete follow‑through to meet established deadlines.
• Ability to prioritize, multi‑task and organize information in an accurate and timely manner despite frequent interruptions.
• Ability to maintain the confidentiality of private information according to law, rules, policies and procedures is essential.
• Ability to work independently and work effectively in a team environment.
• Ability to write and speak multiple languages.

Benefits:

At Minnesota State, we take your well‑being and work‑life balance seriously. We offer a comprehensive benefits package that features low‑cost medical and dental insurance with affordable deductibles, employer‑paid life insurance, short‑and‑long‑term disability, and pre‑tax healthcare and dependent care accounts with a roll‑over option. To further support your holistic health, employees also have access to a confidential Employee Assistance Program (EAP) for mental health, legal, and financial counseling. Detailed plan details, rates, and coverage choices can be reviewed directly via the State Employee Group Insurance Program (SEGIP) website.

To support your life outside of work, our package includes 12 paid holidays, generous vacation and sick time, and six weeks of Paid Parental Leave. We also help you secure your financial future with a robust Pension Plan, 457(b) and 403(b) retirement accounts, and various investment options. Furthermore, we invest in your growth by providing dedicated professional development and tuition waivers for both you and your dependents. Please note that specific benefit eligibility and coverage levels may vary depending on the type of position, employee classification, and collective bargaining agreements.