Division Assistant / Office & Administrative Specialist Intermediate

Minnesota State Colleges and Universities•Mahtomedi, MN

17h•$21 - $29•Hybrid

About The Position

This position exists to provide support in the form of administrative assistance to the faculty and staff within the assigned division. This position serves as the primary point of contact for the division faculty and staff by answering general questions, answering division phone calls and division emails; coordinating division-sponsored events; and acts as the primary point of contact for new adjuncts/part-time faculty members. The position provides administrative assistance support to all assigned division faculty and staff assisting with purchasing; maintaining division equipment, supplies, and resources; facilitating make-up test and exam; and managing student records for the division departments/programs.

Requirements

Communication Skills - sufficient to speak, write, and edit materials, including correct spelling, punctuation and grammar, to ensure the accuracy and completeness of oral communication and written materials.
Word Processing/Database Management/Spreadsheets /Presentations – Advanced knowledge of standard computer software programs to create, modify, and manage word documents, spreadsheets, and basic databases and to update web pages (with training).
Ability to use email, word processing, spreadsheets, and electronic database applications to research and prepare reports, letters, memos, and emails (Access, Microsoft Office Suite, and SharePoint).
Customer Service Skills – On the phone, in person and online to provide effective general and specialized office support. This requires listening, common courtesy, tact, empathy, interest in positive problem solving, the ability to organize ideas logically, and the ability to persuade.

Nice To Haves

Experience using MNState ISRS – Integrated Statewide Records System sufficient to look up financial reports, student records, make queries and answer questions.
Ability to work with a wide variety of computer software applications producing teaching materials for faculty. This includes, but it not limited to Microsoft Office Suite.
Ability to work with a variety of social media and scheduling applications or learn them as needed (e.g., Facebook, Doodle, Instagram, etc.)
Ability to maintain the confidentiality of private information according to law, roles, policies, and procedures.
Ability to manage large workloads through prioritization of tasks and efficiency.
Ability to respond to staff/faculty and meet their administrative requests in a timely manner.
Ability to function independently within the parameters of meeting the administrative and reception needs of the department.
Demonstrated commitment to equity, diversity, and inclusion and ability to work with and support diverse populations, including students and colleagues.

Responsibilities

Serves as primary point of contact for division and provide administrative assistant support.
Provides administrative support for purchasing for the division departments/programs and faculty.
Maintains division equipment, supplies, and resources.
Facilitates and proctors’ make-up test and exam.
Manage student, academic records, and program page updates for division/department programs.

Benefits

At Minnesota State, we have a GREAT BENEFITS PACKAGE!
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.
We promote the health and well-being of our employees and take work/life balance seriously.

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