Executive Assistant

Minnesota State Colleges and Universities • Mahtomedi, MN

5d • $24 - $34 • Hybrid

About The Position

This position exists to provide executive and confidential assistance, managing the office of the Provost/Vice President of Academic & Student Affairs, coordinating its relationship with all other administrative offices, and supporting the strategic enrollment initiatives of the College. Executive assistance includes managing special projects as assigned, gathering information to support decision-making, coordinating communications with other administrative units and organizations, managing calendars and purchases, and planning and executing special events and meetings. Managing office operations includes developing and maintaining division processes, managing core division documents and data, managing the master operations calendar, and managing processes such as the Loss of Student Notification, Syllabus Request, Request for Syllabus for Transfer, and Dean’s List.

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.
• 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.
• Data Analysis/Reporting- Ability to analyze a variety of data and information, select, and integrate relevant elements into responses and reports. Ability to review reports and research, summarize information, and present in concise formats.
• Accounting/Budgeting/Expense Experience – Ability to perform or learn to perform administrative support work for the work unit’s expense and budget administration. Ability to analyze a variety of data and information, select, and integrate relevant elements into responses and reports.
• Development of administrative and programmatic procedures – Ability to document and improve processes and make recommendations to management for new or revised administrative and program practices and procedures for smooth and efficient office operations.

Nice To Haves

• Bachelor’s degree preferred.
• Demonstrated commitment to equity, diversity, and inclusion.
• Experience working with diverse populations.
• Strong written and verbal communication skills.
• Strong human relations skills, maintaining confidentiality, and professionalism.
• Strong organizational and coordinating skills, working well under pressure, prioritizing multiple projects, and meeting deadlines.
• Strong project management skills, paying attention to details and accuracy, working independently, solving problems, and resolving dilemmas in a timely manner.
• Experience directing the work of other staff.
• Knowledge of Workday Adaptive.
• Knowledge of Minnesota State policies and procedures.

Responsibilities

• Provide executive assistance to the Provost/Vice President of Academic & Student Affairs to ensure the goals of the Academic & Student Affairs Division are accomplished.
• Manage Academic & Student Affairs operations under the direction of the Provost/Vice President of Academic & Student Affairs.
• Perform other duties as assigned, including managing special projects as assigned by the Provost/Vice President of Academic & Student Affairs.

Benefits

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 251-500 employees