Office & Administration Specialist Senior - Administrative Assistant to the Vice President of Recruitment and Retention

Minnesota State Colleges and Universities • Moorhead, MN

14d • Hybrid

About The Position

Minnesota State Community and Technical College (M State) is seeking a passionate and talented Office & Administration Specialist Senior to provide administrative support for the Vice President of Recruitment and Retention. This position is located on the Fergus Falls campus and is eligible for telework. The role is crucial in ensuring excellence in the student affairs division by providing services to students, faculty, and staff. M State values access and opportunity, equity, inclusion, belonging, cultural competence, culturally responsive pedagogy & service, and community engagement. The educational environments are designed to be culturally relevant, responsive, and innovative, affirming students' identities and experiences while providing emotionally safe spaces. Customer service is a core component of this position, ensuring a positive experience for all students and stakeholders.

Requirements

• Customer service practices and principles sufficient to identify each customer’s needs and meet quality standards for services that result in customer satisfaction.
• Knowledge of word processing sufficient to use software to create, format, edit, print, and save a variety of documents.
• Ability to use spreadsheet applications, such as Microsoft Excel to enter, compile, store, and retrieve data.
• Knowledge of databases sufficient 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 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.
• Possession of: Active, valid, and applicable Class D (basic) driver’s license and ability to maintain an active, valid, and applicable Class D (basic) driver’s license.

Nice To Haves

• Associate degree in administrative support or a minimum of five years’ experience in the administrative support field.
• 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 as this position has access to confidential records, including but not limited to student and employee data.
• Knowledge of the mission, vision, and values of M State.

Responsibilities

• Serve as Assistant to the Vice President of Recruitment and Retention, providing primary support in their leadership role for the development and implementation of academic programs, student services, and community involvement.
• Arrange, schedule, and revise appointments, conferences, and meetings, and maintain calendars.
• Ensure all necessary arrangements are made for out-of-town travel.
• Serve as a communication contact with internal and external constituents, answering inquiries in person, via e-mail, or by telephone.
• Monitor office workflow and determine work priorities while working independently.
• Attend staff/administrative committee meetings as assigned; create agendas; create and distribute notes of meetings.
• Solicit data, assemble information, prepare, and edit reports for internal constituents and external agencies as requested.
• Prepare purchase orders and pay invoices in a timely manner.
• Work with the Business Office to close POs at the end of the academic year or when funds are depleted.
• Assist Vice President’s direct reports with travel, forms, expense reports, and other projects as needed.
• Build Concurrent Course Surveys, pull and track concurrent course survey results, and send to high school instructors.
• Modify, monitor, and build Concurrent Courses and changes in Term Course and update FWM.
• Support for the Athletics Department, including assisting with the hiring of coaches, maintaining agreements and records, organizing evaluations, coordinating logistics, managing expenditures, setting up recurring Purchase Orders, paying invoices, paying referees/umpires/game workers, submitting authorizations for coaches' travel, assisting with or creating expense reports for coaches, assisting coaches and athletic directors with Workday processes, ordering supplies, creating contracts for OT Coaches, and creating Athletic Rosters for home games.
• Support campus and college operations, including front desk coverage, registration events, Spartan Welcome Days, and Commencement.
• Support the operation of the college and campus Student Services operational area(s) beyond the student affairs office.
• Serve on campus, college, and community committees as assigned, approved and appropriate that seek to enhance the student experience.
• Perform other clerical duties, including assisting the Fergus Falls Leadership with clerical assistance on occasion.
• Collect data, assemble information, prepare, and edit reports.
• Proofread materials, memos, and correspondence for syntax, spelling, grammatical, and mathematical accuracy before release and distribution.
• Assist AVP in the preparation and distribution of formal and confidential documents.
• Maintain files, reports, records, and other materials in useful order.

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: Senior
• Education Level: No Education Listed