Administrative Assistant (Office & Admin Special Intermediate)

Minnesota State Colleges and Universities•Winona, MN

17h•Onsite

About The Position

This position provides administrative support to the Department of Nursing at Winona State University. The role involves developing office procedures, coordinating workflow, greeting visitors, and managing communications via phone, email, and fax. The Administrative Assistant will respond to diverse inquiries, provide information and support to students, maintain filing systems, order supplies, and manage office equipment. They will also assist with departmental policies, paperwork, and collaborate with faculty and staff to support student success. Responsibilities include sorting mail, preparing for meetings and events, taking minutes, managing room reservations, and performing other duties as assigned by the Department Chair. Additionally, the role assists students and faculty with academic and administrative services for the RN-BS program, maintains databases, prepares documents, assists with new student orientation, and records student and faculty information in the Passport system. Budget management, including preparing requisitions, reconciling funds, and submitting receipts, is also a key function. The position coordinates fingerprint checks for students with the Dean's office and troubleshoots technical difficulties. Finally, the Administrative Assistant supervises student workers, including recruitment, hiring, training, and managing their hours and performance.

Requirements

Math skills sufficient to add, subtract, multiply, and divide when working with budgets.
Typing/Keyboarding speed of 40 WPM.
Data entry performance sufficient to enter data into spreadsheets.
Communication skills sufficient to communicate with students and customers of departments served via email and in person.
Word processing skills sufficient to draft correspondence for students, faculty, and staff.
Spreadsheet skills sufficient to enter budget information and student information into databases and manipulate data.
Bookkeeping skills sufficient to monitor department budgets and make recommendations on discrepancies.
Customer service skills sufficient to serve as a receptionist.
Lead work skills sufficient to supervise student workers and hire, train, delegate, and manage all aspects of student employment.
Ability to lawfully accept employment in the United States by the day employment begins.
A complete online application including a cover letter that addresses the qualifications listed previously and a current resume.

Nice To Haves

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

Responsibilities

Provide administrative support to the Department of Nursing, including developing office procedures, coordinating workflow, greeting visitors, and managing communications.
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 referrals and assistance with student support needs.
Organize and maintain accurate filing systems (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, including paperwork from various university offices and student forms.
Assist and collaborate with faculty and staff to support student success and achieve departmental program goals and objectives.
Sort and distribute mail, packages, and faxed information to faculty.
Provide support when preparing for meetings and events, including reserving venues, ordering food, organizing décor, and presentation materials.
Attend meetings and take minutes; distribute copies to attendees and maintain electronic copy of meeting notes.
Manage workflow and requests for services.
Utilize the EMS online room reservation system to request rooms for individual events and meetings.
Assist students and faculty with a variety of academic and administrative services relating to the RN-BS program.
Maintain accurate department databases, prepare documents for events, and assist in collecting and recording required documents.
Assist faculty with new student orientation by preparing materials, attending orientation, and serving as a point of contact for students.
Collect and record faculty and student records into the Passport system to ensure compliance.
Track and reach out to potential students.
Screen and handle common advisee questions.
Maintain and manage departmental budgets.
Prepare, submit, and file accurate requisition for purchase forms.
Reconcile IFO fund balance and Department Foundation account.
Submit receipts for payment of Purchase Card using the online module.
Maintain all accounting records of expenses charged to the department.
Update supervisor on status of budget(s).
Coordinate with the Dean of Nursing and Health Sciences office to schedule all College of Nursing and Health Science students for fingerprint checks.
Post the online scheduling system for students to register for appointments.
Troubleshoot any technical (laptop) difficulties with the Department of Human Services.
Supervise and manage student workers in an efficient and effective manner.
Recruit, interview, select, and hire student employees.
Train, coordinate, and direct student employees in departmental policies and procedures.
Monitor student timesheets, record hours worked, and verify budget printout.
Address student worker behaviors as necessary.
Perform other duties as assigned to ensure the smooth functioning of the department.

Benefits

11 paid Holidays
Vacation Time
Sick Time
Six weeks of Paid Parental Leave
Low cost medical and dental insurance with low deductibles ($250 - $1500)
Pension Plan
457(b) and 403(b) retirement plans and other retirement investment options
Pre-tax medical and dental expense (with roll-over option) and dependent care accounts
Employer paid life insurance
Short and long term disability
Professional development
Tuition waiver program for employees and their dependents