Administrative Assistant

All Job Postings will close at 12:01 a.m. CT on the specified Closing Date (if designated).

Working Title:

Administrative Assistant

Institution:

Minnesota State Community and Technical College

Classification Title:

Office & Admin Specialist Int

Bargaining Unit / Union:

206: AFSCME - Clerical and Office

City:

MSTA - Moorhead Campus

FLSA:

Non Job Exempt

Full Time / Part Time:

Full time

Employment Condition:

Classified - Unlimited

Salary Range:

$20.45 - $28.79

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 equipmen