Student Affairs Administrative Support Specialist, Senior

Minnesota State Colleges and Universities • Mahtomedi, MN

1d • $22 - $32 • Hybrid

About The Position

This position supports the Student Affairs administrative office, including the Student Affairs deans and their areas of responsibility. Typical tasks would include developing administrative procedures, corresponding with students, taking meeting notes, arranging appointments, as well as engaging in research, data collection, and reporting areas assigned to the Student Affairs deans. This position initiates and coordinates a wide range of activities in support of the Academic Warning/ Suspension/Probation and Readmission Processes, Student Conduct Process, Harassment and Discrimination Investigations, Sexual Violence investigations and the Behavior Intervention and Threat Assessment team (BITA).

Requirements

• Exceptional customer service skills with the ability to assess customer’s needs, maintain service quality standards, resolve concerns with tact, empathy, and diplomacy, and gather information courteously and effectively even in challenging situations.
• 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, including the ability to communicate clearly and professionally with internal and external customers by phone, e-mail, and in person.
• Advanced proficiency with Microsoft 365 including Outlook, Word, Excel, PowerPoint, OneDrive, Teams, and related applications with the ability to use these tools to research, organize information, communicate effectively and produce high-quality output.
• Math or bookkeeping skills sufficient to maintain accurate financial records, monitor budgets and cost centers, and prepare requisitions, purchase orders, purchasing documentation, and contracts.
• Ability to analyze a variety of data, select relevant information, and integrate into meaningful responses and reports.
• Ability to research a variety of topics and summarize information into clear and concise correspondence 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

• Associate degree or higher
• At least three (3) years of experience in a mid-to-high-level administrative assistant role.
• Excellent organizational and problem-solving skills and the ability to prioritize workload, meet required deadlines, initiate, and follow up on activities independently.
• Demonstrated ability to be flexible, adapt, and respond appropriately as priorities and tasks shift.
• Ability to communicate and meet the needs of a diverse population.
• Knowledge of policies, procedures and guidelines set by Minnesota State and Century College, especially related to Student Affairs.
• Experience with student information systems, specifically ISRS or Workday.
• Experience with Customer Relations Management systems, specifically Starfish.
• Experience with confidential conduct management systems, specifically Maxient.

Responsibilities

• Provide administrative support for student affairs to ensure effective and efficient workflow in the division.
• Initiate and coordinate a wide range of activities in support of the Academic Affairs and Financial Aid Appeal Suspensions, Appeal and Readmission processes.
• Under the direction of the Conduct Officer and Title IX Coordinator, initiate and coordinate a wide range of activities in support of the Student Conduct process, Behavioral Intervention and Threat Assessment team (BITA), as well as Harassment, Discrimination, and Sexual Violence investigations.
• Assist with the communication and marketing of projects, initiatives, and services under the Students Affairs deans.

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.
• We promote the health and well-being of our employees and take work/life balance seriously.

What This Job Offers

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