Office & Admin Specialist Prin - Administrative Suite Assistant

Minnesota State Colleges and Universities • Bloomington, IL

2d

About The Position

This position exists to provide confidential executive level administrative support and assistance to the members of the Administrative Suite including the Chief of Staff, Provost, and Vice President of Advancement and to run the Administrative Suite. Responsibilities include aiding in university-wide communications, event support, purchasing and contract support, and project management for college-wide initiatives. Additionally, this position also serves as a back-up to the Executive Assistant to the President and assists other cabinet members as warranted or directed by the Chief of Staff. The incumbent needs to possess a comprehensive understanding of institutional culture, shared governance, procedures, and policies, with the capacity to navigate complex scenarios and develop solutions autonomously. This position maintains a high level of confidentiality, and exercises discretion when responding to inquiries. This person needs to have excellent inter-personal skills as well as exceptional organizational skills. Knowledge of computer skills is critical, and a good working knowledge of general office software and equipment is required. This position will actively advance the college’s strategic goals, including to achieve equity in educational outcomes and to support a culturally responsive and service-oriented culture, through individual and departmental efforts.

Requirements

• Two years’ experience providing administrative support in a higher education setting or to senior-level leaders. An associate's degree may substitute for 6 months of experience.
• Skills in word processing, spreadsheets such as Microsoft Office Suite products including Outlook, Word, Excel, PowerPoint, etc., sufficient to schedule, compose, create, modify, and save calendars, memos, letters, documents, reports, charts, graphics, presentations, etc.
• Ability to effectively communicate in a professional manner internally and with external partners, read, write, prepare, and edit materials, using correct and error-free spelling, punctuation, grammar, and typing.
• Administrative, secretarial, and clerical skills sufficient to apply principles and practices of office management in planning, organizing, and reviewing work and/or information.
• Customer service/human relations skills sufficient to interact with diverse audiences in a professional, respectful, and efficient manner.
• Ability to handle multiple tasks / projects simultaneously with a level of confidentiality.

Nice To Haves

• Experience in SharePoint or Workday software programs
• Experience providing administrative support to multiple executives with competing priorities simultaneously
• Project coordination or management experience
• Experience with institutional governance or policy tracking
• Experience in a professional, customer service-related role
• Accomplished ability in disseminating, tracking, and handling time-sensitive materials to ensure that deadlines are met.
• Demonstrated ability to work independently and in a team to solve problems
• Advanced skills in using computer technology: Microsoft Office, internet, email and calendar systems.
• Demonstrated ability to solve problems with creativity and innovation
• Fluency in a second language
• Ability to analyze highly confidential data, select relevant information and integrate data into meaningful responses and reports.

Responsibilities

• Aiding in university-wide communications
• Event support
• Purchasing and contract support
• Project management for college-wide initiatives
• Serves as a back-up to the Executive Assistant to the President and assists other cabinet members as warranted or directed by the Chief of Staff

Benefits

• Normandale offers a comprehensive benefits package including low cost medical, dental, vision insurance, short- and long-term disability, generous vacation and sick leave, 11 paid holidays each year, employer paid life insurance, pre-tax flexible spending accounts, retirement plans, and tax-deferred compensation plans.
• Additional benefits include tuition waivers available for yourself and eligible dependents once certain criteria are met.
• This position is also part of the American Federation of State, County Municipal Employees (AFSCME).
• The AFCME (https://mn.gov/mmb/employee-relations/labor-relations/labor/afscme.jsp) contract outlines many additional benefits provided.

What This Job Offers

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