Guest Relations Specialist

The Office of Admissions invites applications for a 100% full-time position serving as a Guest Relations Specialist. Reporting to the Assistant Director of Guest Services and Campus Visits, the Guest Relations Specialist will serve as the first point of contact for all individuals contacting or visiting the Office of Admissions. This position is responsible for creating and fostering a welcoming experience that supports the Office of Admissions' customer service operations. In addition, this position will assist with tasks and projects related to campus visits, general questions received via phone, email, and text messaging, departmental communications, and data management.

*Bargaining unit consideration begins on 2/7/2025 and ends on 2/14/2025.*
Pay rate: $21.69 - $22.98 per hour
Schedule: 8am to 4:30pm, Monday through Friday.

Essential Responsibilities:

75% Customer Service

• Staff and oversee the daily function of the Office of Admissions lobby and front desk;
• Answer the Office of Admissions phone line and respond to voicemail messages or forward as appropriate;
• Provide prospective students and guests information on the admissions process and campus visits;
• Provide prospective students and guests with informational materials covering academic programs, admission requirements, and scholarship information;
• Ensure all new student inquiries and contacts are accurately entered into the CRM (Customer Relationship Management) system in a timely manner;
• Monitor departmental email accounts and CRM emails. Respond to questions, requests, and inquiries appropriately and in a timely manner;
• Schedule appointments for admissions staff;
• Print, process, and mail departmental communications and marketing materials, including requests for information, admission decisions, scholarship letters, and visit program marketing items.

20% Visits and Events

• Assist in creating and managing events within the Admissions CRM and virtual platforms;
• Assist with logistical tasks such as catering, name tag creation, mailings, etc.;
• Assist in the organization and preparation of materials and campus signage;
• Interact with prospective students and families in a courteous, pleasant, tactful, and professional manner;
• Respond and collaborate with campus partners to coordinate visit requests from prospective students and families, such as scheduling appointments with faculty, fulfilling requests for special assistance, etc.;
• Answer general questions of broad university scope, including standards and deadlines for admission, housing, financial aid, and scholarships;
• Positively interact with a diverse population of customers courteously and professionally;
• Assist with managing/directing the work of the Tour Guide Coordinators and Tour Guides.

5% Office of Admissions

• Manage the Office of Admission Office supply ordering system and inventory accountability;
• Coordinate event material inventory to ensure an updated and accurate account of all materials;
• Participate as a collaborative and supportive member of the Admissions team;
• Build and maintain collegial and productive working relationships with offices and personnel on campus;
• Participate in professional development opportunities, providing process improvement information and suggestions to the broader admissions team;Serve on campus and within UMN system committees as requested/elected;
• Other duties as assigned.

Required Qualifications:

• High school diploma/GED, two years of related office and administrative experience and computer experience required.

Preferred Qualifications:

• Demonstrated customer service and relationship-building skills;
• Demonstrated regard for quality and accuracy, attention to detail, organizational and time management skills, and ability to plan, prioritize, and work on various projects;
• Evidence of strong communication skills;
• Demonstrated ability to work successfully with a diverse population of students, faculty, staff, and external parties;
• Evidence of flexibility and responsiveness in meeting new challenges;
• Experience or training in Google Suite and/or MS Suite;
• Experience or training in Slate (Technolutions);
• Associate's or Bachelor's Degree from an accredited college or university;
• UMD alum or familiarity with UMD and its programs.
  

The Office of Admissions is housed within the division of Enrollment Management (EM) under the Office of the Chancellor. The division of (EM) is committed to creating a culture of engaged partnerships that enhance the experiences of prospective and currently enrolled students, support student development and engagement, and lead to timely graduation. EM provides leadership, services, and structures to attract, enroll, retain, graduate, and develop students. Through comprehensive recruitment activities and holistic admissions, financial education and wellbeing support, new student and parent transition information and programs, optimization of student financial aid, high-quality communications, valid data and analyses, high-quality registration and student records services, tools supporting degree progress and networked support, and compliance with university policy and state and federal laws, EM supports the university's mission and commitment to academic quality, diversity, equity, and inclusion.

Pay Range: $21.69 - $22.98 per hour; depending on education/qualifications/experience

Time Appointment: 75%-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:

• 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

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.

A cover letter is required to be considered for this position.

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