Essential Qualifications:
High School Diploma/GED and two years of related office, customer service, and/or administrative experience. Training/education may be substituted for some of the years of experience.
Experience with scheduling and maintaining multiple calendars.
Demonstrated commitment to diversity and serving underrepresented student populations.
Strong computer and software experience, including proficiency in Zoom, Microsoft, and Google Suites (e.g. Gmail, Google Calendar, Google Drive, Word, Excel, etc).
Experience in composing or creating email correspondences, office signs, and office documents, that require basic writing skills.

Preferred Qualifications:
Demonstrated experience within an academic environment and/or direct service to college students.
Demonstrate experience in providing compassionate customer service that includes care for the well-being of students and working with challenging people dealing with difficult situations.
Experience working independently and collaboratively.
Independently navigate complex policies and procedures in a hybrid work environment.
Creative problem solving and mutli-tasking skills.
Experience working in a mental health environment and knowledge of HIPAA (Health Insurance Portability and Accountability Act).

An administrative specialist who works at front desk reception as a key member of the support staff team at Student Counseling Services, part of the Office for Student Affairs on the Twin Cities campus. As the first point of contact for the students who utilize our services, the administrative specialist schedules, cancels, and checks-in appointments and consultations, takes calls and answers emails, participates in meetings, communicates with staff and trainees, and performs various clerical tasks as needed–all while helping to create a welcoming, inclusive, and affirming environment.

Position Working Hours: 7:45 am-4:30 pm Monday Through Friday
The Anticipated Pay Range for this position is $41,600-$43,742 annually.

This position will be working full-time in-person on-site at the University of Minnesota’s Twin Cities Campus, unless otherwise directed by the University of Minnesota- Twin Cities COVID Policies and Procedures.

Major Duties and Responsibilities:
1. Assist Clients (55%)

• Providing culturally informed and inclusive reception services to all clients and visitors to Student Counseling Services.
• Greets students and guests and assists with inquiries including checking-in students/guests, assisting with scheduling and answering relevant questions.
• Schedules, reschedules and cancels appointments for clients via in-person, phone, and email communications.
• Determines eligibility for services by direct inquiry.
• Assist clients with electronic intake forms and provides guidance for completion.
• Determines if crisis counseling should be offered.
• Schedules clients with appropriate counseling staff.
• Recognize and respond to emergencies and unplanned situations.
• Uses listed pronouns and preferred names, as indicated by the client.
• Consistently maintains a waitlist for clients; contacts clients in a timely manner when openings occur.
• Instructs clients on use of a behavioral health assessment tool and follows through at each appointment.
• Receives client payments and enters payments into client records.
• Assists the Records Manager and Office Supervisor with client assessments and client data needs.
• Maintains student room schedules and assists with access to student rooms.
• Maintains the professional appearance of the reception area, as well as, the cleanliness/tidiness of the mailroom.

2. Telephone and Electronic Communication (25%)

• Responsible for answering a multi-line telephone system.
• Connects calls to appropriate offices, departments and counselors.
• Takes accurate messages and provides information about resources on and off campus to callers.
• Handle all student information by phone, electronically (e.g. email) or in person with proper awareness of and adherence to rules of maintaining confidentiality.
• Assist in managing departmental email account(s).
• Assists with taking meeting minutes in administrative meetings.
• Send out daily appointment emails with telehealth appointment links.
• Assist clients in navigating any telehealth technical issues.

3. Assist Counselors (15%)

• Provides relevant information to counseling staff that may be helpful in the scheduling and counseling process.
• Processes survey/evaluation results and incoming client data/paperwork.
• Orientates trainees and new staff on policies and procedures for the front desk.
• Responds to counselors’ need for assistance in emergency situations.
• Assists with scheduling meetings both in-person and via zoom.

4. Miscellaneous (5%)

• Creates and maintains documents and materials for the office.
• Provides daily mail distribution, schedules meeting rooms and meeting times, takes inventory and orders supplies, shreds documents, registers students for workshops, etc.
• Various projects and other duties, as assigned.

Student Counseling Services (SCS), a unit of the Office for Student Affairs, provides Student Well-being and Mental Health services to UMN-TC students. We promote student success and wellness with a respect for individual differences and a commitment to diversity and inclusion. SCS supports the teaching, research, and outreach/service missions of the University of Minnesota by offering comprehensive, accessible, flexible counseling, consultation, instruction, skills coaching and professional training. SCS is organized around three core services: Counseling Programs, Campus Outreach, and Professional Training.

SCS has a main location on the Minneapolis East Bank campus, an office on the St. Paul campus, and embedded counseling positions on the Minneapolis West Bank campus and in some health science units. SCS is accredited by the International Association of Counseling Services (IACS) with a doctoral level internship training program accredited by the American Psychological Association. More information on SCS can be found at counseling.umn.edu.

Student Counseling Services Diversity Statement

All interactions within SCS shall be guided by affirmation of basic human dignity and self-determination. We acknowledge the influence of culture in its broadest sense and provide services that are sensitive to the impact of oppression, prejudice and discrimination. We strive to provide a safe, respectful environment in which clients' experiences and perspectives are regarded with professional competence and caring. We include issues of diversity in our professional training programs as well as consultation and outreach services to the University community.

The affirmation of diversity requires our vigilance and willingness to question our own biases and ourselves. As we challenge ourselves and others to understand and promote diversity, we must communicate our openness to others, strive to understand their perspectives, and be willing to expand our receptivity to differences. We believe that as we become increasingly sensitive to and embrace the differences among us, we strengthen society, contribute to a more inclusive University community and provide a more just and affirmative practice of counseling and mental health.

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions.

Please submit your application with a cover letter and resume.

This position will be open until filled.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-UOHR (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.

Please note: All employees at the University of Minnesota are required to comply with the University’s Administrative Policy: COVID-19 Vaccination and Safety Protocol by either providing proof of being fully vaccinated on their first day of employment, or complete a request for an exemption for medical exemption or religious reasons. To learn more please visit: https://safe-campus.umn.edu/return-campus/get-the-vax

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.