Student Services Operations Specialist

Bargaining unit consideration begins on 5/1/26 and ends on 5/8/26.

Pay Range: $24.91 – $26.91

Work Location: University of Minnesota; West Bank, In-person, 8am – 4:30pm

Whether overtime or consecutive Sunday work are conditions of employment – NO

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

The Student Services Operations Specialist provides a wide variety of services for students, faculty, and staff within the School of Music. Key responsibilities include facilitating day-to-day operations of the Student Services Office, particularly in the areas of course scheduling in coordination with the Undergraduate Advisor; first-level advising to ensure the smooth and timely registration and record-keeping for 300+ students; and providing applied lesson, chamber ensemble, and recital support. This position will provide high-quality services to the students, faculty, and guests of the School of Music, and is an in-person position (M-F, 8:00-4:30) located in Ferguson Hall.
Student Services/Advising (60%)

• Be a first point of contact for students on topics including music degree admissions and auditions, registration processes for courses and ensembles, and referring students to the Associate Director of Admissions, Director of Curriculum & Student Services, Associate Director of Graduate Studies, collegiate advising, faculty, and/or the Directors of Undergraduate and Graduate Studies as appropriate for program planning, degree requirements and milestones. Schedule meetings as appropriate.
• Maintain student records, monitor student progress, process relevant paperwork, and respond to policy and procedure questions. Update APLUS records and APAS reports in consultation with graduate and undergraduate department advisors.
• Use 25Live to manage requests from faculty that fall outside of the normal scheduling calendar.
• Plan new student orientations and Welcome Week sessions with incoming students in coordination with graduate and undergraduate department advisors.
• Coordinate applied music course requests including secondary, elective and beyond requirement lessons:
  • Manage applied lesson request process including providing information to students (fees, credit load, instructor information, etc.), assigning students to instructors, entering course permissions, contacting students with lesson registration information, and updating information on OneStop class schedule and forms/information sheets on the School of Music website.
  • Maintain records and generate reports of primary/elective/secondary lesson registration.
  • Coordinate chamber ensemble registration.
  • Oversee jury process, including scheduling, jury form submissions, grading rubrics and entry. Enter student permissions based on jury results, maintain jury tracking spreadsheet. Contact students with lesson registration information.
• Directed study: Manage records of students working on directed study projects, as well as their faculty supervisor. At the close of each semester, collect directed studies grades from faculty, record in directed studies log, and submit online.
• Recitals: Manage information and scheduling pertaining to student recitals via the Recital Tracking database, enter requests, process petitions, generate and distribute evaluation forms to faculty. Compile recital materials (evaluations and programs) for student files. Coordinate recital logistical details with relevant parties (students, staff and/or faculty), including policies, procedures, registration, booking, and live streaming. Process applicable administrative fees. Compile recital programs into electronic files for SOM, music library, and NASM. Update recital scheduling policies and documents as needed. Collect recital grades from faculty and submit grades online.
• In consultation with department undergraduate and graduate advisors, draft, develop, oversee and update departmental forms; e.g., undergraduate degree program sheets, grade change forms, graduation clearance forms, and jury sheets in keeping with current policies and procedures.
• Course scheduling support: update and maintain the MUS, MUED, and MUSA class schedules in CCS in conjunction with the Director of Curriculum & Student Services.
• Oversee and process course evaluations and maintain course syllabi collection.

Office Management (30%)

• Student Services Office oversight:
  • Oversee sales, fee assessment, intake form and procedures of practice room and instrument locker access in consultation with Facilities and Operations Manager.
  • Reserve space for students, staff, and faculty as needed using University and department scheduling systems.
• Hire, train, schedule, supervise, assign duties, perform formal and informal performance reviews for Student Services student workers who:
  • Provide customer service support for SOM phones, general admissions emails and in-person inquiries, as well as inquiries regarding events, accessibility, and ticketing.
  • Maintain faculty/staff/graduate assistant rosters, manage mailboxes, distribute mailbox keys, prepare mail for Addressing & Mailing Services pick-up, sort and distribute incoming mail.
  • Support admissions and recruitment efforts including such things as assembling audition day files and visitor welcome packets, assist with audition day preparations, lead tours, and generate content for social media coordinator.
• Listserv co-administrator
• Manage and order supplies for office and for faculty as needed
• Oversee collection and recycling of confidential materials

Events Support (10%)

• Track and manage School of Music and TMCH events both online and on the school-wide monitors.
• Serve as coordinator for internal SoM Summer activities. Communicate with relevant parties about timelines, execution, budgeting, processing expenditures, space, collateral and other needs. Coordinate with Facilities and Operations Manager on space and schedule needs.
• Provide support with the planning of Audition Days, Discover Music Day and Choose Music Day, including but not limited to catering, room reservations, scheduling, and welcome table.

Required qualifications:

• High school diploma/GED with four years of operations and/or student support experience. education/training can substitute for up to two years of experience
• At least two years of student services office management experience, including supervision of student workers or other employees
• Experience overseeing student registrations
• Extensive computer experience, particularly with MS Office and Google applications and databases
• Candidates must have excellent verbal and written communication skills, and must be successful in working independently on multiple tasks
• In addition, the candidate will possess excellent attention to detail, strong organizational and time-management skills, and excellent customer service and interpersonal skills.

Preferred qualifications:

• Demonstrated history of process-improvement initiatives.
• Experience with electronic calendaring
• Prior experience working with PeopleSoft preferred
• Previous work with students within a university/college setting
• Event planning and logistics experience
• Demonstrated ability to problem-solve, drawing on existing guidelines and practices to make informed decisions
• Organizational and time-management skills and attention to detail
• Music background

Pay Range: $24.91 – $26.91; 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

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.

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).