Administrative Assistant

DO NOT APPLY THROUGH really. Apply on our website at: https://minnstate.wd1.myworkdayjobs.com/en-US/Minnesota_State_Careers/job/Administrative-Assistant-to-the-VP-of-Strategic-Engagement_JR0000000937

Job Summary

This position exists to provide administrative support to the Office of Strategic Engagement. This position oversees the daily office operations, corporate credit training, records student registration, provides record keeping, assists in managing accounts receivable and payable, and coordinates communication between the customer and department staff for the WDS team. The employee works in collaboration with, and is, an integral member of the Workforce Development Solutions team and reports to the VP of Strategic Engagement. This employee maintains a client sensitive, product driven, quality focused, revenue-based orientation always.

The values that guide our work include access and opportunity, equity, inclusion, belonging, cultural competence, culturally responsive pedagogy & service, and community engagement. Our educational environments are culturally relevant, responsive, and innovative to the students we serve. Our students are assets, we affirm their identities and lived experiences and provide spaces that are emotionally safe and reflect who students are.

Responsibilities

• Customer Service. On a daily basis, live the mission, vision and values of M State to ensure a positive experience for all students and stakeholders. Service to M State students and stakeholders is a core component of the position and work responsibilities.
• Internal and external customer service. Enter and maintain class scheduling, participant registration, and issue certificates of attendance for CDL and other assigned areas for credit & hour-based courses. Enter student’s personal and class registration information, such as course information, transfer credits, grades, and graduation information for Corporate Credit. Print transcripts, end-date students, and maintain correct file information. Implement office procedures to prioritize and coordinate the office workflow and provide input relating to the development of new office procedures and/or revision of existing office procedures. Promote short term credit and non-credit hour training and answer procedural and scheduling program questions with effective verbal and written communication. Mail specified information to potential clients, companies, individuals, and technical college personnel via direct mail as well as electronic methods. Create, type, proof, edit, and print memos, letters, reports, and program brochures as needed. Create and update registration lists and class waiting list for vacancies. Notify students, instructors, and college staff of class cancellations. Arrange classrooms, equipment, equipment delivery, and material setups for individual training sessions. Answer department telephones and provide assistance to the caller. Type, proof, edit and print consulting contracts/training proposals, client contracts, and curriculum using various software for word processing, databases, accounting, and networking. Establish and maintain databases to support contracts, grants, and client contact records/history. Assist new and existing OSE team members with department procedures and equipment usage.
• Coordinate administrative and staff functions for contract training. Schedule classrooms, audiovisual equipment, and other items as needed. Monitor supply inventory and books for departmental operations. Enter letters, contract agreements, instructor employment agreements, faculty assignments, memos, course outlines, syllabi, class attendance lists, invoice notice forms, and other educational information using multiple software systems. Assemble instructor packet handout materials, books, evaluation forms, and related class materials for individual training sessions. Arrange travel accommodation for directors, managers, coordinators, instructors, and consultants as needed. Work with the OSE Marketing and Communication team to create basic to mid-level marketing materials for products and services. Arrange department meetings.
• Business office liaison. Select and assign correct cost center budget codes for accounts receivable and accounts payable. Audit invoice copies and timesheets for correct cost centers and information. Research vendors’ prices and generate purchase orders for equipment, supplies, and books. Compile monthly accounts receivable and public revenue submittal reports.
• Accurate record keeping. Maintain accurate course registration rosters. Utilize and manipulate databases to generate reports for general and targeted clients including individuals, organizations, and Minnesota State Colleges and Universities. Organize and maintain automated and manual filing systems. Create and generate department and grant reports as needed. Compile and create summaries of surveys, evaluations, and needs assessment data.
• 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. Must be able to travel to meetings.

Minimum Qualifications

• Customer service practices and principles sufficient to identify each customer’s needs, meet quality standards for services, that result in customer satisfaction with an ability to answer questions politely via phone, email, and other written or electronic correspondence.
• Word Processing sufficient to use software to prepare, edit, and finalize emails, memos, reports, and/or other documents and types of written communication that are grammatically correct, in proper format, and free of spelling errors.
• Accounting/budgeting/expense reporting sufficient to reconcile differences between invoices, receipts and purchase orders, and assess needs based on data and events affecting the account.
• Data entry procedures and systems, such as Microsoft Office, with skills sufficient to maintain accurate records and reports, receive and review source documents, compare documents to database information, and edit documents. Type/keyboard a variety of documents accurately at (50 wpm).
• Skill in math sufficient to calculate, review and reconcile financial data and balance accounts and calculate totals, averages, and percentages of numbers and/or data.
• Possession of an active, valid, and applicable Class D (basic) driver’s license with the ability to maintain an active, valid, and applicable Class D (basic) driver’s license.
• Work in a seated or standing position for extended periods of time. Use a keyboard for extended periods of time which may include repetitive motion. Move and/or transport items weighing up to 25 pounds on a regular basis.

Preferred Qualifications

• A proven and effective track record with exemplary organizational and interpersonal skills.
• Experience in a work environment with constant interruptions and the ability to adjust and prioritize tasks and responsibilities.
• Experience with maintaining strict confidentiality.
• Experience with setting up training initiatives, recommending educational opportunities to potential students, clients, etc., and advising in areas of expertise to potential instructors/consultants, etc.
• Prior leadership experience working with staff, students, clients, etc.
• Experience working independently to manage time and responsibilities.

Location

This position will be based out of either our Moorhead or Fergus Falls campus.

Work Shift (Hours/Days of work)

Monday – Friday, 8 a.m. – 4:30 p.m.

Salary

$20.45 - $27.12 per hour or $42,700 - $56,627 annually

Application Procedure

To apply, submit a letter of interest, resume, and three professional references by 12:01 a.m. on November 26, 2024 on our website at: https://minnstate.wd1.myworkdayjobs.com/en-US/Minnesota_State_Careers/job/Administrative-Assistant-to-the-VP-of-Strategic-Engagement_JR0000000937. Internal applicants need to apply through the Jobs Hub in Workday.

About

M State is a regional student-focused institution that is poised for a strong future. It is the sixth-largest outstate college in the Minnesota State system and the largest two-year college in Greater Minnesota, serving more than 10,500 students in credit and non-credit courses each year. M State offers big-college resources and a small-college feel on our four welcoming campuses and in our many online courses and programs. Our faculty and staff are dedicated to the values of integrity, inclusion and innovation, and that dedication is reflected in our programs and in the support we offer to our students.

Minnesota State is an equal opportunity employer/educator committed to the principles of diversity. We prohibit discrimination against qualified individuals based on their race, sex, color, creed, religion, age, national origin, disability, protected veteran status, marital status, status with regard to public assistance, sexual orientation, gender identity, gender expression, or membership in a local commission as defined by law. As an affirmative action employer, we encourage applications from women, minorities, persons with disabilities, and individuals with protected veteran status. All applicants must be able to lawfully accept employment in the United States.

Benefits Information:

At Minnesota State, we have a GREAT BENEFITS PACKAGE! 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.

Job Type: Full-time

Pay: $20.45 - $27.12 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Ability to Relocate:

• Moorhead, MN 56560: Relocate before starting work (Required)

Work Location: In person

Salary : $42,700 - $56,627