Trade & Technical Education Office and Administrative Specialist Sr - Office & Admin Special Senior

Minnesota State Colleges and Universities • Saint Paul, MN

9d • Hybrid

About The Position

This position exists to provide high-level administrative support to a large, complex college academic division and provides support to the dean and the faculty in this department. This position is responsible for managing complex administrative activities including: managing faculty and classroom schedules with the curriculum management system; budget development and maintenance; and providing detailed information and assistance to the department(s) students. This position serves as the office manager for the Career and Technical division and is responsible for the communication to the entire division serving students, faculty and the deans. This position will also provide administrative support to all of the Advisory Committee meetings for the division. All employees of Saint Paul College are responsible for promoting a culture that supports diversity and inclusion in all forms as well as providing excellent customer service continuously to all internal and external contacts.

Requirements

• Strong written communication skills sufficient to write, prepare, and edit materials such as memos, procedures, reports, presentations, and other documents that are grammatically correct, in proper format, and are free of spelling errors, explaining complex technical ideas and procedures to varied technical and non-technical audiences.
• Knowledge of computer software programs for word processing, spreadsheets, and databases sufficient to create, modify and protect files.
• Customer service practices and principles sufficient to identify customer needs and provide prompt and accurate information in a professional manner in person, over the phone and in writing.
• Ability to develop, modify, evaluate, improve, and explain administrative and program policies, practices and procedures.
• Accounting/budgeting/expense reporting skills sufficient to apply protocols to invoices, receipts and purchase orders.
• Knowledge of using office productivity applications such as Microsoft Office or similar software, maintain calendars and e-mail, file sharing and document collaboration and presentation/meeting technology such as videoconferencing.
• Knowledge of math sufficient to add, subtract, multiply and divide numbers, use fractions, decimals, and calculate percentages, and use simple formula.
• Applicant must be authorized to work for any employer in the United States. We are unable to provide sponsorship or take over sponsorship of employment visas at our institution. 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

• Three years of experience as an administrative assistant in an academic setting
• Proficiency with advanced features of Microsoft Office Suite (Word, PowerPoint, Access and Excel).
• Knowledge of the college’s mission and strategic plan
• Thorough knowledge of ISRS (Integrated Student Reporting System) and ImageNow is imperative for troubleshooting and resolving issues
• Previous experience with meeting and event planning
• Familiarity with Minnesota State accounting procedures
• Demonstrated ability to work independently and take the initiative to do a job without regular help and advice from others, and direct work activities to achieve work area goals.
• Ability to multi-task in a fast paced, high-volume environment.
• Ability to handle detailed information and 100% follow-through on those details
• Ability to make decisions on student records processing based on the functions of ISRS and college policies
• Demonstrated commitment to diversity and affirmative action principles.
• Knowledge of office practices and equipment sufficient to develop and improve work procedures and form.
• Thorough knowledge of faculty workload credit and pay databases like FWM which is imperative for tracking and maintaining faculty overloads and correct pay calculations.

Responsibilities

• Provide high level administrative support to the Dean of the Career and Technical Education Division.
• Manage department’s Curriculum Management System.
• Serve as office manager for a large, complex academic department(s).
• Provide lead work to work study students.
• Provide administrative support to the Division’s Program Advisory Committee Meetings.
• 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.

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

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed