Program Support Specialist for Administrative Licensure

Position Overview
Position serves as an administrative and operational support staff member for the Education Policy and Leadership program, Administrative Licensure program, Minnesota Principal Academy, Urban Leadership Academy, to the Director of Administrative Licensure, to the Executive Director of Educational Leadership and as needed to the Department of Organizational Leadership, Policy, and Development (OLPD). This is a full time, 40 hours per week position and is represented by a bargaining unit - AFSCME Clerical and Office Unit. Dues or Fair Share Deductions will be made.

The University of Minnesota encourages a healthy work life balance for employees. CEHD is committed to an excellent employee experience, offering a flexible work environment that meets the needs of students, staff, faculty, and the communities we serve. Flexible work arrangements may include flexibility in schedule and/or work location. All UMN employees are expected to follow applicable public health and safety procedures.

Job Responsibilities
Program Communication & Outreach (60%)

• Communicate actively with administrative licensure students, faculty and adjuncts to ensure excellent student experiences. This includes:
• Responding to queries about administrative licensure programs
• Schedule panel reviews for licensure candidates, including recruiting K-12 licensed administrators to serve as panelists and setting up room for panels (if held in person).
• Schedule facilitators in the panel schedule and schedule zoom links.
• Schedule adjunct faculty assignments in coordination with the Administrative Licensure team. Work with department office manager when class schedule is finalized so they can coordinate appointment letters and hiring for adjunct faculty.
• Manage entry of Administrative Licensure schedule into PeopleSoft systems.
• Submit cohort schedule to CEHD FILOT contact.
• Send notices & reminder about program fees to current & newly admitted admin licensure program students.
• Program reminders to EPL students
• Assist administrative licensure program with course offerings, including providing support for setting the course schedule and course locations, and addressing the needs of the adjunct faculty
• Each semester, coordinate with off campus facility personnel for reserving classroom sites for cohort courses.
• Submit Use Agreement Applications each semester to the University Office of Real Estate for approval
• Provide logistical support to ULA as needed
• Assist with registration & check in for the Urban Leadership Academic in Mounds View, MN, held three times a year.

Data and Record Management (10%)

• Create and maintain an electronic portfolio to showcase the licensure program and convey information required by the MN Board of School Administrators (BOSA) and the BOSA 5-year (2027) review process
• Submit requests for Continuing Education Units to BOSA for panelists, and internship mentors
• Send CEUS to internship mentors and to panelists
• Create and maintain electronic and paper files for licensure students and graduates.
• Draft district reports after each ULA event.

Admissions/Student Support (10%)

• Process licensure applications in the Slate application.
• Download new applications from Slate and save in shared folder
• Notify Director when applications are ready for review
• Notify students via email when application is approved
• Assign course permission numbers and student specific permissions following approval of the Director of Administrative Licensure, Administrative Licensure Coordinators or Executive Director of Educational Leadership
• Assist with submitting grade changes and entering grades as applicable.
• Add milestone to student transcripts upon program completion
• Answering student inquiries as they come in

General Operations (20%)

• Partner with Finance Liaison for all purchasing and finance related work requests
• Pulling together payment requests & collect necessary approvals for facilitators, Cohort locations
• Coordinates program events (on & off site), conference registration, and other financial processes to prepare for payments.
• Process Invoice Request Forms & desktop deposits directly with FSO.
• Develop and maintain database of school administrators; design and configure database user interface to accommodate changing program features and assist with usability for other team members
• Attend all Administrative Licensure team meetings
• Master Scheduling Support during OLPD Scheduling activities
• Collaborate with External Relations to get SWAG for different off campus events.
• Schedule EPL program meetings.
• Other support as requested

Required Qualifications

• High school diploma/GED and four (4) years related office and administrative experience. Training/education may be substituted for some of the years of experience.
• Strong technology skills - proficient with Word, Access Database, Excel, Adobe Acrobat Pro, email applications, and Google applications.
• Demonstrated strong organizational skills
• Professional and positive demeanor in working with others.
• Ability to collaborate effectively with people from a variety of communities, backgrounds, and identities.

Preferred Qualifications

• Higher education administrative experience
• Experience with a diverse clientele and professional students
• Ability to work independently
• Ability to work as a member of a team
• Strong oral and written communication skills
• Knowledge of Slate application
• Knowledge of Peoplesoft scheduling system

About the Department:

Our world is full of systems and policies that affect how individuals learn, grow and relate to one another. Organizational Leadership, Policy, and Development (OLPD) studies how those systems and policies are shaped by culture and power. We prepare leaders and researchers to transform our education and organizations for the better.
We teach our students how to design, test, implement, and revise our institutional strategies in both the public and private sectors, from the international to the local level. Our students gain practical experiences in creating approaches to increase social and economic development, foster human flourishing, disrupt power structures, and promote a more just society.

About the College:
The College of Education and Human Development (CEHD), the third largest college and the University, 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 the life span. 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 Range: $22.71 - $28.09; depending on education/qualifications/experience

Time Appointment Category: 75%-100% Appointment (If job description above does not specify appointment or expected weekly hours, assume a 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.

Please include:

• Resume
• Cover Letter detailing why you are a good fit for this position
• Contact Information (phone & email) for three (3) references

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

Application review will begin July 29th. Applications submitted after July 29th will still be considered.

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).