Assistant to the President & Provost (Office & Admin Specialist Senior)

Minnesota State Colleges and Universities•Winona, MN

8d•Onsite

About The Position

To provide senior level administrative support and assistance to the President and Provost and assist the office Executive Assistant II in managing the President’s Office and Office of Academic Affairs. This position must maintain confidentiality when processing information, data, and budgets that pertain to collective bargaining and labor relation decisions related to Minnesota State Colleges and Universities and Winona State University. The reports, data, and information defined by M.S. 13.37 accessed in this position can be used in collective bargaining proposals, to make labor relations and decisions at the system level, the local level, or to settle grievances.

Requirements

Two years of assistant or office manager experience supporting a senior level position.
A bachelor’s degree may substitute for one year of experience; an Associate’s degree may substitute for six months of experience.
The degree must be in Business Administration, Communications or a related field.
Excellent interpersonal and communication skills; ability to interact with diverse populations.
Excellent decision-making and critical thinking skills
Experience working with highly confidential information.
Ability to establish and maintain effective working relationships with administrators, faculty, staff, students, and the public.
Strong organizational and multitasking abilities
Demonstrated ability to work with a high degree of autonomy and display self-motivation
Incumbent possesses ability to “troubleshoot” situations and skills in conflict resolution.
Proficient computer knowledge, including Word, Excel, Access, PowerPoint, and Outlook to perform accurate and efficient duties related to office management for the President and Provost.

Nice To Haves

Five or more years working in a senior level administrative support role.
Bachelor’s degree in Business Management, Communications or related field.
Knowledge of State of Minnesota, Minnesota State Colleges and Universities, and Winona State University policies and procedures.
Proficiency with Minnesota State Colleges and Universities systems for tracking financial, student and personnel records.
Database management experience.
Experience working in an academic environment.
Experience working in a bargaining unit environment.
Demonstrated experience working in a fast-paced environment with competing deadlines.
Demonstrated ability to apply excellent decision-making skills, objectivity, compassion, desire and ability to seek solutions that are win-win.

Responsibilities

Provide President and Provost with confidential administrative support and collaborate with the Executive Assistant in managing overall functioning of the President’s and Provost’s Office.
Serve as the Receptionist for the Office of the President and Provost greeting guests, answering phones and serving as the first point of contact. Screen calls/emails appropriately and assist with inquires.Refer non-routing matters to the appropriate contact in the office.
Determine procedures and prioritize to accomplish a variety of work tasks for the President and Provost.
Prepare and send correspondence and memos as requested by the President and Provost, including letters of offer, faculty retirement recommendations, department chairs nominations, etc. Coordinate and oversee timely responses from other areas, when appropriate.
Establish office procedures and priorities; order and maintain office supplies, using University credit card or Marketplace.
Recruit, hire, schedule, and train student office assistants to the professional standard required in the President’s office. Delegate duties and oversee assigned projects.
Enter assignment forms for new or interim deans and non-instructional assignments for faculty.
Serve as a liaison with students by responding to students via letters, phone calls and emails on issues of personal concerns. Resolve issues and/or recommend a course of action.
Serve as a resource person (internally and externally) for university questions regarding Winona state regulations, Minnesota State Colleges and Universities policies, and procedures and other general concerns. Meet with students, procure records, research details as needed to ensure solutions are following university regulations
Serve as backup to office Executive Assistant to maintain the President and Provost’s electronic calendars. Schedule appointments. Coordinate and schedule group meetings for both on and off campus. Maintain calendar accuracy on daily basis. Schedule recurring appointments with individuals and groups. Schedule and lead periodic (quarterly) meetings with the Deans Administrative Assistants.
Apprise president and provost of campus visitors/guests, events such as Lyceum and other presentations/engagements, athletic competitions, theatre and music performances, Rochester, Winona and area events, etc.
Generate all travel itineraries and accommodations for the President and Provost. Process the necessary forms for timely reimbursement of all expenses. Reconcile the President and Provost’s travel card expenditures monthly, attaching appropriate receipts for payment.
Coordinate development and maintenance of the President and Academic Affairs websites.
Maintain the office filing system that includes confidential and sensitive information regarding labor relations in accordance with M.S 13.37 and personnel issues, in accordance with the current data privacy law and forms retention schedule. Archive pertinent records on an annual basis.
Collaborate with the Executive Assistant serving as a resource to the President’s and Provost’s Office on labor relations/contractual issues as defined under M.S 13.37.
Provide support in maintaining confidential labor relations information for the President and Provost’s Office as defined in M.S. 13.37 including but not limited to collective bargaining proposals, strategies, costing information and other labor relations information.
Provide assistance to the Executive Assistant in conducting research on various issues to assist with preparation of bargaining materials.Assist in reviewing written proposal to be presented for bargaining.
Provide assistance in reviewing and providing feedback on contract provisions/proposals that affect university programs.
Compile and update the spreadsheets for the IFO, Adjunct, and Academic Affairs ASF Professional Improvement Funds applications and forward to the office Executive Assistant by the due date. Collect the PIF reports from Deans, ensure the provost signs them, then forward them to the office Executive Assistant.
Compile and update the spreadsheets for the IFO and Academic Affairs ASF sabbatical requests. Submit to the office Executive Assistant by the due date. Collect the Sabbatical reports from the Deans, ensure the provost signs them, then forward them to the office Executive Assistant.
Complete the annual Sabbatical Report for the System Office.
Prepare the IFO Promotion and Tenure files for review by the provost and president. Ensure files are complete and documents are completed as required. Draft and send memos to faculty at the provost’s and president’s direction. Schedule meetings with faculty and the provost and/or the president as requested. Submit the files to the office Executive Assistant by the due date.
Collaborate with Executive Assistant in the coordination and execution of events hosted by the President and/or Provost. Accept lead work assigned by Executive Assistant to accomplish commencement duties during both fall and spring semesters, Welcome Week, Evening of Distinction events, promotion and tenure celebrations, Pizza with the Presidents, and other university sponsored events.
Assists the Provost to Chair the Calendar Committee This position assumes committee chair responsibilities in the absence of the Provost. Prepare two to three years of draft academic calendar. Coordinate, participate in, and record minutes for all meetings of the Calendar Committee Ensure each constituent group on campus receives the calendar to review and comment on prior to a memo being sent by the Provost to the President for final approval.
Review Faculty Duty Days calendar as presented by the Faculty Senate to ensure appropriate number of duty days and post the calendar online.
Prepare the academic year calendar for inclusion in the University catalogs and posting on the website. Processes are ongoing with three years lead time.
Create and distribute Winona State University’s Academic Deadline and Personnel Decision Deadline Calendars.Perform other duties as assigned by supervisor.
Update calendars annually to provide a source of reference for pertinent deadline information for faculty, staff, and students. Coordinate and verify dates to be included from Admissions, Registrar’s, Business Office, Graduate Office, Advising Services, WSU Regulations, and WSU policies & procedures.
Include personnel decision deadlines imperative to faculty in compliance with the IFO/MnSCU Master Agreement Ensure the Personnel Decision Deadline Calendar has been presented to the IFO at Meet and Confer. Post both Deadline Calendars on the website.

Benefits

Low-cost medical and dental insurance with affordable deductibles
Employer-paid life insurance
Short- and long-term disability
Pre-tax healthcare and dependent care accounts with a roll-over option
Confidential Employee Assistance Program (EAP) for mental health, legal, and financial counseling
12 paid holidays
Generous vacation and sick time
Six weeks of Paid Parental Leave
Pension Plan
457(b) and 403(b) retirement accounts
Various investment options
Professional development
Tuition waivers for both you and your dependents