Administrative Specialist- East Grand Forks Campus

Minnesota State Colleges and Universities•East Grand Forks, MN

1d•$22 - $32•Onsite

About The Position

This position provides comprehensive customer service and administrative support at the East Grand Forks campus. Reporting directly to the Dean of Liberal Arts & Pathways, the role provides a broad range of complex administrative and project support services that impact the college as a whole. This position supports East Grand Forks faculty, staff, and administration by managing tasks related to purchasing, travel arrangements, expense reimbursements and student travel, ensuring efficient and accurate administrative operations. Provides Northland employees with information, assistance, and services. Issues are often complicated, varied and at times controversial. Final answers and resolutions of problems frequently require research, discussions with the Dean of Liberal Arts & Pathways, and applying judgment when solutions are not immediately available within established procedures and guidelines. Develops, implements, and maintains forms and work systems to resolve existing problems related to purchasing, travel, expense reimbursements and student travel. 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.

Requirements

Knowledge of English (reading, writing, and speaking) sufficient to perform the job duties described in the position description in order to effectively communicate with both internal and external clientele on the phone and in person.
Knowledge of current data entry procedures and the ability to input data quickly and accurately.
Knowledge of mathematics sufficient to maintain complete and accurate financial records and reconcile accounts.
Knowledge of mathematics sufficient to add, subtract, multiply, and divide whole numbers, fractions, decimals; calculate percentages; and use simple formulas.
Knowledge of equity issues and experience working with diverse populations.
Human relations skills to identify customer needs, meet quality standards for services, and perform the duties described above with courtesy, respect, and a positive problem-solving manner to both internal and external clientele.
Skilled in database management systems sufficient to enter and retrieve data for reports, query reports and perform searches for management reporting.
Skill in general bookkeeping/budgeting/expense account sufficient to monitor, balance and identify discrepancies.
Skill in using Microsoft Office Suite tools.
Skill in using technology to increase office efficiency and effectiveness.
Skills in conflict resolution and problem solving
Typing, keyboarding sufficient to perform the daily tasks of the position with speed and accuracy.
Excellent organizational skills, working well under pressure, prioritizing multiple projects, and meeting deadlines.
Ability to explain policy and procedure for a wide range of procedural questions to internal and external constituents in a clear, concise manner.
Ability to maintain confidentiality and handle sensitive matters with the utmost discretion.
Ability to work independently, solve problems, and resolve dilemmas in a timely manner.
Requires occasionally lifting such as file boxes or heavier materials with assistance from others and/or lifting and carrying light objects frequently.
Even though the weights being lifted may only be a negligible amount, a job in this category may require walking or standing to a significant degree or may involve sitting most of the time with a degree of pushing and pulling of arm and/or leg controls.
Must submit CV or resume, and unofficial transcripts.
Applicants that do not submit the required application materials (CV/Resume and Unofficial Transcripts) will not be considered
In accordance with the Minnesota State’s Vehicle Fleet Safety Program, employees driving on college/university business who use a rental or state vehicle shall be required to conform to MinnState’s vehicle use criteria and consent to a Motor Vehicle Records check.
The successful candidate under U.S. Citizenship and Immigration Services regulations must be able to accept work in the U.S. by the day employment begins.

Nice To Haves

Experience in utilizing ISRS (Integrated Student Registration System)
Experience in utilizing Work Day.
Knowledge of Minnesota State Colleges and Universities (Minnesota State) system and system policies and procedures.
Associate of Arts/Science degree or certificate program in office and administrative technology or three years of administrative assistant or office manager experience.

Responsibilities

managing tasks related to purchasing, travel arrangements, expense reimbursements and student travel
ensuring efficient and accurate administrative operations
providing Northland employees with information, assistance, and services
developing, implementing, and maintaining forms and work systems to resolve existing problems related to purchasing, travel, expense reimbursements and student travel
Perform other duties as assigned

Benefits

As an employee, you'll have access to one of the most affordable health insurance plans in Minnesota, along with other benefits to help you and your family be well.
Paid vacation and sick leave
12 paid holidays each year
Low-cost medical, dental, vision, and prescription drug plans
Fertility care, including IVF
Diabetes care
Dental and orthodontic care for adults and children
6 weeks paid leave for parents of newborn or newly adopted children
Pension plan that provides income when you retire (after working at least three years)
Employer paid life insurance to provide support for your family in the event of death
Short-term and long-term disability insurance that can provide income if you are unable to work due to illness or injury
Tax-free expense accounts for health, dental, and dependent care
Resources that provide support and promote physical, emotional, social, and financial well-being
Support to help you reach your career goals: Training, classes, and professional development
Federal Public Service Loan Forgiveness Program (Some positions may qualify for the Public Service Loan Forgiveness Program. For more information, visit the Federal Student Aid website at studentaid.gov)
Employee Assistance Program (EAP) for work/life support: A voluntary confidential program that helps employees and their families with life challenges that may impact overall health, personal well-being, or job performance
Common sources of stress can be addressed through the EAP: mental health, relationship challenges (personal and work), grief and loss, finances, and legal issues
Daily Living/Convenience Services: Chore services, home repair, trip planning, child/elder care programs, resources and benefits eligibility varies based on type of employment, agency, funding availability, union/collective bargaining agreement, location, and length of service with the State of Minnesota.
Our generous benefits include 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, as well as professional development and a tuition waiver program for employees and their dependents, etc.