Office & Admin Specialist Int

State of Minnesota Winona, MN
Job Details

Job Class: Office & Administrative Specialist-IntermediateWorking Title: Administrative Assistant

Who May Apply: Open to all qualified job seekers

Date Posted: 06/13/2018

Closing Date: 06/26/2018

Hiring Agency/Seniority Unit: Minnesota State / Winona State University

Division/Unit: Center for Clinical Practice and Center for Student Teaching

Appointment Type: Unlimited Part-time

Work Shift/Work Hours: Day Shift

Days of Work: Monday - Friday (40 hours/academic year; 20 hours/summer)

Travel Required: No

Salary Range: $16.48 - $21.85/hourly; $34.410 - $45,623/annually

Classified Status: Classified

Bargaining Unit/Union: 206–Clerical/AFSCME

Work Area: Center for Clinical Practice and Center for Student Teaching

Anticipated Start Date: As Soon As Possible

Re-Posting: No

Connect 700 Program Eligible: Yes

Job Summary

Job Summary

1. To serve as the Office Manager.Develop office procedures for faculty and students to efficiently coordinate the workflow of the office in an organized manner. Provide administrative support to the College of Education.

* Greet visitors, receive and process phone, e-mail and fax inquiries and communication. Route messages in a timely, positive, professional and confidential manner

* Respond to detailed and diverse questions regarding programs and procedures via in-person requests, telephone and email

* Provide information and support to prospective and current students including information, referrals and assistance with student support needs

* Format job posting, interview, hire and supervise Work Study students

* Organize and maintain an accurate filing system (both physical and electronic)

* Order and maintain office supplies and academic supplies

* Monitor and maintain all office equipment.Troubleshoot mechanical problems and request repairs when needed

* Provide administrative support on proper procedures and policies.This may include but is not limited paperwork from the Business Office, Foundations, Facilities, Human Resources, Affirmative Action and student forms

* Assist and collaborate with faculty and staff to support student success and achieve departmental program goals and objectives

* Work with faculty and staff to meet department and university deadlines

* Sort and distribute mail, packages, and faxed information to the faculty

* Attend on campus seminars to assist in implementation of job performance

* Attend meetings and take minutes; distribute copies to attendees and maintain electronic copy of meeting notes on website or shared drive

* Develop and implement appropriate office procedures to insure proper prioritization and efficient performance of office functions. Plan, organize and complete tasks in a timely manner. Utilize all available resources to achieve results. Accept responsibility for setting and meeting deadlines

* Manage workflow and requests for services

* Create/design program information for programs, promotional literature, flyers, advising materials, class schedules, and forms for distribution and update

* Utilize the EMS online room reservation system to request rooms for individual events and meetings

* Maintain records on department and university fixed assets, update locations and inventory as needed. Investigate any discrepancies and adjust inventory accordingly

* Other duties as sanctioned by the Dean

2. Monitor budgets of departments and centers served.Manage disbursements to ensure the budgets stay within guidelines. Provide daily oversight and inform applicable individuals of discrepancies.

* Maintain disbursements for reconciliation with monthly reports

* Monitor budgets and reconcile discrepancies.Request transfer of funds when appropriate

* Analyze and project needs for budget development

* Initiate, process, and record all travel requests and employee expense report forms. Monitor closely to ensure faculty or staff members stay within the allocated amount

* Create and manipulate Excel spreadsheets to maintain line items and document all expenditures

* Maintains records of all encumbrances, debits and credits

* Other duties as sanctioned by the Dean

3. Coordinate and supervise Work Study student program.

* Administer and manage allocated Work Study student program budget

* Maintain Student Worker budget and sign and submit time sheets when due

* Prepare and post announcements for Work Study positions

* Interview, select, orient, train, and supervise Work Study student employees

* Instruct Work Study students on preparation and submission of student payroll time sheets

* Train, coordinate, and direct student employees in departmental policies, procedures and equipment

* Manage work study schedules to assure adequate office coverage

* Monitor each student's allocation for adequate usage

4. Provide administrative support to students, faculty, staff and Dean.

* Schedule appointments, set up meeting locations on main campus and in Rochester.Work with the IT Department when necessary

* Monitor course listings and communicate any necessary changes/errors back to the department chairs correction or revision

* Process changes or updates in the TCF online system as delegated by the Dean

* Provide administrative support on proper procedures and policies.This may include but is not limited to paperwork from the Business Office, Foundations, Facilities, Human Resources, Affirmative Action and student forms

* Assist students with WSU policies, procedures and documentation.This includes but is not limited to schedule problems, adding/dropping courses, wait lists related to closed classes as well as course/program specifics

* Attend and participate in COE OAS liaison meetings

* Orient new faculty and staff on University and office policies and procedures and assist them with appropriate forms, etc.; request keys for faculty

* Facilitate hiring of consultants, guest speakers, and student workers employed for specific tasks by utilizing appropriate university policies and procedures

* Provide support when preparing for meetings and events. This includes but is not limited to reserving venues, ordering food and refreshments, organizing décor and presentation materials

* Other duties as sanctioned by the Dean

5. Serve as receptionist and general office manager

* Receive and screen callers, effectively explain policies and procedures

* Supply answers to daily enquiries of a routine nature and determine appropriate referrals when necessary

* Maintain good public relations between students, parents, faculty and staff

* Demonstrating proper telephone technique and etiquette

* Receive and route written and verbal messages to the proper personnel

* Schedule appointments as necessary

* Monitor and maintain security of University materials – particularly confidential materials

* Delegates authority for office services security when absent

* Other duties as sanctioned by the Dean

6. Data Management

* Utilize the WSU Report Index to create distribution lists for all undergraduates and graduates to communicate academic information

* Maintain email distribution list of advisory councils

* Utilize Minnesota State Student Records System for schedules, major declarations, transcripts, teacher education admission data, advisor assignments, contact information, advisor lists, department schedules, instructor schedules, DARS reports, current enrollment and space available in courses

* Maintain and retrieve departmental and program data in a secure and accessible manner including but not limited to daily operations and accreditation documentation. Coordinate with data maintained by other WSU offices and departments for accuracy and currency

* Monitor center websites to ensure they are accurate and up-to-date

* Create and monitor online surveys, providing summarized data

* Other data requests from Dean's administrative team

Qualifications

Minimum Qualifications:

* Math - Sufficient to add, subtract, multiply and divide when working with budgets

* Typing Keyboarding(40WPM) - Sufficient to draft correspondence for the Chair and department served.

* Data Entry Performance - Sufficient to enter budget information into ISRS and to initiate TCFS

* English (Speaking and/or Writing and/or Reading Orally) - sufficient to communicate with students and customers of departments served via email and in person

* Word Processing - sufficient to draft correspondence students, faculty, staff and

* Spreadsheets - sufficient to enter budget information and student information into databases and manipulate the data in functions such as Sort & Filter, SUM, AVERAGE and COUNT.

* Bookkeeping - sufficient to monitor the department budgets and make recommendations on discrepancies

* Customer Service Skills - sufficient to serve as a receptionist

* Lead Work Skills-Sufficient to supervisor student workers and hire, train, delegate and manage all aspects of student employment.

Preferred Qualifications:

* Comprehensive know of MnSCU's and the State of Minnesota's organizational structure, academic structure and policies and procedures to insure proper procedures are strictly followed and adhered to

* Strong human relations, organizational, and management skills to exercise sound judgment and maintain a high degree of confidentiality while working with students and alumni records (data privacy issues)

* High degree of computer skill including website maintenance, database development, word processing, data analysis and presentation of results, email, purchasing, students records, and graphics

* Proficient in the following software:Microsoft Word, Excel, Access, Adobe Acrobat and Designer, Dreamweaver, HTML, PowerPoint, MnSCU Purchasing control and Student ISR Systems.

* Thorough knowledge of office procedures and practices and ability to provide training to develop the skills of self and co-workers

* Demonstrated ability to work under stressful conditions while adhering to strict deadlines

* Demonstrated ability to establish and maintain strong and effective working relationships with administration, faculty, staff, students, community and prospective students

* Demonstrated ability to analyze and research facts for recommending actions to problems that are brought to the attention of the Chair and department

* Excellent oral and written communication skills to allow interaction with diverse populations that the incumbent works with

* Must possess quality skills in making decisions, multi-tasking and discretion to meet a demanding workload

* Strong knowledge in accounting and budgeting principles and ability to analyze data, select relevant information and then prepare and summarize this information into reports

* Ability to troubleshoot and resolve conflicts within the working environment while maintaining a high degree of professionalism

* High degree of attention to detail and ability to work independently on several projects at a time

* Ability to support the technological enhancements introduced by faculty members in the classroom and within the department

Additional Requirements:

In accordance with the Minnesota State Colleges & Universities (MnSCU) Vehicle Fleet Safety Program, employees driving on college/university business who use a rental or state vehicle shall be required to conform to MnSCU's vehicle use criteria and consent to a Motor Vehicle Records check.

Application Details

Other Information

Employment information for this position can be found in its collective bargaining agreement or its plan document at http://mn.gov/mmb/employee-relations/labor-relations/Labor.

Why Work For Us

GREAT BENEFITS PACKAGE! The State of Minnesota offers a comprehensive benefits package including low cost medical and dental insurance, employer paid life insurance, short and long term disability, pre-tax flexible spending accounts, retirement plan, tax-deferred compensation, generous vacation and sick leave, and 11 paid holidays each year.

How to Apply

Click "Apply" at the bottom of this page. If you have questions about applying for jobs, contact the job information line at 651-259-3637.

For additional information about the application process, go to http://www.mn.gov/careers.

Contact

If you have questions about the position, contact Lori Mikl at lmikl@winona.edu or 507-457-2766

Equal Employment Opportunity

Minnesota State Colleges and Universities is an Equal Opportunity employer/educator committed to the principles of diversity. We prohibit discrimination against qualified individuals based on their race, sex, color, creed, religion, age, national origin, disability, protected veteran status, marital status, status with regard to public assistance, sexual orientation, gender identity, gender expression, or membership in a local commission as defined by law. As an affirmative action employer, we actively seek and encourage applications from women, minorities, persons with disabilities, and individuals with protected veteran status.

Reasonable accommodations will be made to all qualified applicants with disabilities. If you are an individual with a disability who needs assistance or cannot access the online job application system, please contact the job information line at 651.259.3637 or email careers@state.mn.us. Please indicate what assistance is needed.

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