Customer Service Specialist

Salary/Position Classification

• $43,000.00 annual, Non-Exempt (Eligible for overtime)
• 40 hours per week
• 100% Remote Work Availability: No
• Hybrid Work Availability (requires some time on campus): Yes

Purpose of Position

This position is responsible for providing support and customer service for UND Conferences, Camps & Events, assisting with registration site set-up, payment processing, running reports from event planning software, assisting arrange on-site logistics, attend on-site events, and assist with attendee and client communication. The Customer Service Specialist will also work closely with instructors, students and third-party vendors for all Office of Extended Learning programs to ensure their needs are met, and this position will provide assistance to OEL staff with scheduling, mailing, and ordering.

Duties & Responsibilities

Provide customer service for Conferences, Camps & Events (CCE) to support the work of the Office of Extended Learning, TTaDA, the University of North Dakota, and outside Conference Clients.

• Serve as the primary point of contact for CCE coordinators, attendees, and external clients regarding OEL-managed conferences, camps, & events.
• Answer phone and email inquiries, providing timely and accurate responses regarding payments, registration, and schedules.
• Assist and schedule meetings with CCE staff and clients, as needed.
• Monitor the UND CCE email account and answer questions in a professional and timely manner.
• Assist with event registration site setup, payment processing, and attendee communications.
• Maintain attendee registration reports and communication with the owner of the event.
• Order and maintain office supplies for Conferences, Camps & Events.
• Manage document filing and data related to Conferences, Camps & Events.
• Handle mailing tasks related to event materials, participant documents, and follow-up communications.
• Process payments for attendees, external clients, and vendors for registrations.
• Assist with daily payment reports and other event reports, as needed.
• Assist with running registration reports for current registration sites and email to event contact person, as outlined in the CCE Agreements.
• Utilize event management system and University financial process to assist with payment collections and reconciliations.
• Schedule additional meetings as requested by Associate Director and Coordinators (e.g., advisory committee meetings, special events, academic meetings, etc.).
• Prepare and distribute agendas, as needed.
• Take minutes during meetings, as needed.
• Assist with approval forms for UND Campus events and work with safety, parking, catering and other campus partners on behalf of CCE.
• Assist CCE staff in maintaining equipment checkout processes, maintain check-out records, and record return of CCE equipment that has been checked out.
• Assist the Logistics Assistant in name badge printing for each event, as needed
• Provide exceptional customer service and on-stie support to CCE staff, clients and on-site attendees at conferences, camps and events, as needed. 

Provide customer service and program support to the OEL coordinators and directors, OEL students, OEL instructors, and third-party vendor representatives, serving as a back-up within the department.

• Assist with coverage for the Nutrition and Foodservice Professional Training Program (Dietary Managers/DM), as needed
• Maintain students’ records by entering documents into Perceptive Content.
• Assist with coverage for Professional Development for Educators (PDE)
• Assist with coverage for Personal and Professional Development (PPD)
• Assist, as needed, with mailing tasks 
• Assist in ordering and organizing office supplies, as needed for OEL and TTaDA.
• Assist with Scheduling Monthly Meetings
• Prepare agendas, take minutes during meetings, as needed. 

Participate as an active team member within the Office of Extended Learning and the University as a whole.

• Uphold the mission, vision, and values of OEL, TTaDA and UND.
• Attend professional development activities as appropriate and in balance with work responsibilities.
• Demonstrate to others the professional conduct expected of all Extended Learning team members.
• Work with other OEL team members to create timelines, procedures, and processes that can improve efficiencies and overall OEL team cohesiveness.
• Maintain a high level of productivity.

Required Competencies

• Demonstrated excellence in customer service.
• Self-starter, motivated and able to work in a fast-paced environment that is heavily focused on student success.
• Demonstrated ability in problem-solving, sound decision-making, and critical thinking skills.
• Demonstrated ability to work independently and prioritize tasks.
• Demonstrated ability to work as a team player.
• Excellent interpersonal skills.
• Demonstrated organizational and detail-oriented skills.
• Excellent written and oral communication skills.
• Excellent typing and spelling skills, including the use of professional grammar.

Minimum Requirements

• Associate degree and two years directly related experience in administrative, clerical, or related field; OR High School diploma        with 4 years of administrative/clerical experience.
• Computer experience with email, word processing, internet, Microsoft Office Suite and database software.
• Experience working with the public in a customer service role.
• Successful completion of a Criminal History Background Check

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the US and to complete the required employment eligibility verification form upon hire. This position does not support visa sponsorship for continued employment.

Preferred Qualifications

• Experience with Blackboard or other course management system.
• Experience with PeopleSoft.
• Experience in higher education.