Administrative Assistant (Office & Admin Special Intermediate)

Metropolitan State University•Winona, MN

16h•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 questions about programs and procedures, provide information and support to students, and maintain organized filing systems. Responsibilities also include ordering and maintaining office supplies, monitoring and troubleshooting office equipment, and assisting with paperwork related to various university departments. The role supports faculty and staff in achieving departmental goals and objectives, manages mail distribution, and assists with preparing for meetings and events. Additionally, the position involves taking minutes at meetings, managing workflow requests, and utilizing the EMS online room reservation system. The Administrative Assistant will also assist students and faculty with academic and administrative services for the RN-BS program, maintain databases, prepare documents for events, and ensure compliance with record-keeping. This includes assisting with new student orientation, collecting and recording records in the Passport system, tracking potential students, and screening common advisee questions. The role also entails managing departmental budgets, preparing requisitions, reconciling fund balances, submitting receipts for purchase card payments, and maintaining accounting records. Coordination with the Dean's office for student fingerprint checks and troubleshooting technical difficulties are also part of the duties. Finally, the position involves supervising student workers, including recruitment, hiring, training, and managing their hours and performance.

Requirements

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 data into spreadsheets
Communication Skills - sufficient to communicate with students and customers of departments served via email and in person
Word Processing - sufficient to draft correspondence students, faculty, staff
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.
Must be able to lawfully accept employment in the United States by the day employment begins.
A complete online application will include: A cover letter that addresses the qualifications listed previously, 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, developing office procedures for faculty and students to efficiently coordinate workflow.
Greet visitors, receive and process phone, e-mail and fax inquiries and communication, routing 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.
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, including 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.
Sort and distribute mail, packages, and faxed information to the faculty.
Provide support when preparing for meetings and events, including reserving venues, ordering food and refreshments, organizing décor and presentation materials.
Attend meetings and take minutes; distribute copies to attendees and maintain electronic copy of meeting notes on website or shared drive.
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 needing assistance.
Collect and record faculty and student records into the Passport system to ensure compliance is met.
Assist Nursing faculty and Administrative Assistance by tracking and reaching out to potential students.
Screen and handle common advisee questions.
Maintain and manage departmental budgets.
Prepare, submit, and file accurate requisition for purchase forms such marketplace requisitions.
Reconcile IFO fund balance and Department Foundation account in conjunction with the department chair.
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 works in an efficient and effective manner.
Recruit, interview, select and hire student employees.
Train, coordinate, and direct student employees in departmental policies and procedures.
Coordinate and schedule student workers' hours to maintain proper staffing levels for coverage of phones and the front desk.
Monitor student time sheets, making sure assigned hours are within the amount awarded, record hours worked and monies earned for office records, and verify budget printout.
Address student worker behaviors, as necessary.
Perform other duties as assigned to ensure the smooth functioning of the department and maintain the reputation of the organization as a viable business partner.

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)
a 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
a tuition waiver program for employees and their dependents