Office & Administration Specialist Senior - Academic Administrative Assistant to the Dean, School of Business and Information Technology

Minnesota State Colleges and Universities•Moorhead, MN

6d•Onsite

About The Position

Minnesota State Community and Technical College (M State) is seeking a passionate and talented Office & Administration Specialist Senior to serve as the Academic Administrative Assistant to the Dean of the School of Business and Information Technology on the Moorhead campus. This role provides high-level administrative support to a large, complex, multi-campus academic unit, assisting the Dean and unit staff with managing faculty and staff assignments, budget development and maintenance, stakeholder communication, and project management for the Dean's annual projects. The position acts as a central communication hub for students, faculty, staff, and the Dean, embodying M State's values of access and opportunity, equity, inclusion and belonging, cultural competence, cultural responsive pedagogy & service, and community engagement. The educational environments are designed to be culturally relevant, responsive, and innovative, affirming student identities and providing emotionally safe spaces.

Requirements

Sufficient knowledge of customer service practices and principles to identify customer needs and meet quality standards for services that result in customer satisfaction.
Ability to use spreadsheet applications, such as Microsoft Excel, to enter, compile, store, and retrieve data.
Sufficient knowledge of databases to use non-standard or advanced software features as research tools and generate a variety of reports.
Knowledge of standard computer software programs for word processing, spreadsheets, and databases, sufficient to create, modify, and protect files.
Basic knowledge of accounting principles, practices, and protocols as applied to disbursements, purchasing, and receipt techniques.
Knowledge of the development and implementation of administrative and programming policies and procedures for smooth and efficient division operations.
Knowledge to fluently communicate, read, understand, and respond to a variety of communications with internal and external stakeholders.
Ability to accept work in the U.S. by the day employment begins.

Nice To Haves

Three years' experience as an administrative assistant in an academic setting.
Strong organizational and planning skills.
Ability to establish and maintain productive and professional working relationships with both internal and external stakeholders.
High level of confidentiality must be maintained due to access to confidential records, including student and employee data.
Knowledge of college policies and procedures and inter-relationships of all units of the college and Minnesota State offices.

Responsibilities

Provide customer service, embodying the mission, vision, and values of M State for a positive student and stakeholder experience.
Manage projects aligned with department assignments, including priorities, initiatives, and administrative support for School division meetings, annual initiatives, and large projects.
Facilitate and coordinate the program review process.
Organize and facilitate meetings for the Dean with external stakeholders.
Analyze enrollment numbers during peak registration periods and make subsequent course recommendations to the Dean.
Serve as content manager for School webpages and SharePoint sites.
Direct the budget request process by preparing spend reports and budget request forms for each cost center as part of the annual budget process.
Process appeal notifications and send communication of appeal decisions.
Manage multiple Microsoft Teams to organize data, files, and communications.
Provide administrative support to the Dean, including managing calendars and schedules, assisting with phone calls and mail, preparing documents and correspondence, and scheduling meetings.
Serve as the liaison with Human Resources for hiring, assisting the Dean with new employee onboarding, training, and evaluation processes.
Develop department budgets with the Dean.
Assist the Dean with new initiatives and day-to-day operations by creating documents and correspondence using various software programs.
Research and provide data to the Dean using ISRS and other software programs to support decision-making.
Coordinate the Business and Information Technology Faculty evaluation process.
Coordinate the Program Review Process.
Serve as office manager for a large, complex academic unit, developing, implementing, and maintaining office procedures and work systems.
Communicate regularly and effectively with faculty and staff in the unit, creatively solving issues and questions.
Prepare and maintain budget, payroll, procurement, expense reports, human resources, and other record systems to ensure data accuracy and policy conformance.
Collect and analyze data for fiscal and administrative reports, adjusting and correcting errors.
Provide faculty and students with information, assistance, and services, often involving complicated, varied, and controversial issues requiring research and discussion.
Schedule and facilitate meetings with the Dean and external stakeholders.
Create and maintain information on department webpages and SharePoint sites, working with the Dean and staff to determine content.
Prepare flyers/brochures for department and/or events/marketing requests as needed.
Provide internal customers with information, assistance, and service.
Support campus and college operations, including front desk coverage, registration events, Spartan Welcome Days, and Commencement.
Support the operation of college and campus Student Services operational area(s) beyond the academic affairs office.
Serve on campus, college, and community committees as assigned, approved, and appropriate to enhance the student experience.
Perform other related duties as assigned by the School Dean and/or the Provost/Vice President of Academic Affairs.
Support leadership in the coordination and execution of operational and strategic activities for divisions within the department, both academic and non-academic.
Provide ongoing administrative and operational support as needed to advance departmental goals.
Manage the School’s course scheduling process, analyzing course schedules to determine conflicts and offering solutions.
Analyze room availability based on faculty needs, technology requirements, and customer demand, and assign rooms accordingly.
Coordinate ISRS curriculum records and term course records to reflect policy changes.
Assign course registration restrictions for program prerequisites.
Assign release credits for full-time faculty against part-time and adjunct faculty.
Analyze records to determine instructional credits, sabbatical credits, leaves of absence, special projects, and coordinate assignments to determine instructional costs and hiring needs.
Coordinate and maintain room scheduling for instructional and student services programs.
Continually improve work processes with a strong awareness of immediate and sustained effects on customer satisfaction regarding web information, registration procedures, and grading procedures.
Run faculty workload reports for faculty in the department.
Create non-instructional assignments (release credits) in Faculty Workload Management (FWM).
Manage, calculate, and review credit/contact hours for faculty through FWM to accurately reflect FTE and pay.
Liaise with Human Resources to resolve any FWM issues.

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