Division Assistant / Office & Administrative Specialist Intermediate

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

Working Title:

Division Assistant / Office & Administrative Specialist Intermediate

Institution:

Century College

Classification Title:

Office & Admin Specialist Int

Bargaining Unit / Union:

206: AFSCME - Clerical and Office

City:

White Bear Lake

FLSA:

Non Job Exempt

Full Time / Part Time:

Full time

Employment Condition:

Classified - Unlimited

Salary Range:

$20.76 - $29.22

Job Description

Position Purpose

This position exists to provide support in the form of administrative assistance to the faculty and staff within the assigned division. This position serves as the primary point of contact for the division faculty and staff by answering general questions, answering division phone calls and division emails; coordinating division-sponsored events; and acts as the primary point of contact for new adjuncts/part-time faculty members. The position provides administrative assistance support to all assigned division faculty and staff assisting with purchasing; maintaining division equipment, supplies, and resources; facilitating make-up test and exam; and managing student records for the division departments/programs.

Position Responsibilities

• Serves as primary point of contact for division and provide administrative assistant support.

• Provides administrative support for purchasing for the division departments/programs and faculty.

• Maintains division equipment, supplies, and resources.

• Facilitates and proctors’ make-up test and exam.

• Manage student, academic records, and program page updates for division/department programs.

Salary Range:

$20.76 - $27.53/hour

(DOQ – Salary Placement will be done at time of hire.)

Minimum Qualifications

• 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. 

• Word Processing/Database Management/Spreadsheets /Presentations – Advanced knowledge of standard computer software programs to create, modify, and manage word documents, spreadsheets, and basic databases and to update web pages (with training). Ability to use email, word processing, spreadsheets, and electronic database applications to research and prepare reports, letters, memos, and emails (Access, Microsoft Office Suite, and SharePoint).

• Customer Service Skills – On the phone, in person and online to provide effective general and specialized office support. This requires listening, common courtesy, tact, empathy, interest in positive problem solving, the ability to organize ideas logically, and the ability to persuade.

Preferred Qualification 

• Experience using MNState ISRS – Integrated Statewide Records System sufficient to look up financial reports, student records, make queries and answer questions.

• Ability to work with a wide variety of computer software applications producing teaching materials for faculty. This includes, but it not limited to Microsoft Office Suite.

• Ability to work with a variety of social media and scheduling applications or learn them as needed (e.g., Facebook, Doodle, Instagram, etc.)

• Ability to maintain the confidentiality of private information according to law, roles, policies, and procedures.

• Ability to manage large workloads through prioritization of tasks and efficiency.

• Ability to respond to staff/faculty and meet their administrative requests in a timely manner.

• Ability to function independently within the parameters of meeting the administrative and reception needs of the department.

• Demonstrated commitment to equity, diversity, and inclusion and ability to work with and support diverse populations, including students and colleagues.

Other Requirements

To facilitate proper crediting, please ensure that your resume clearly describes your experience in areas listed and indicates the beginning and ending month and year for each job held. 

This position requires successful completion of employment references and a driver’s license background check. 

Work Shift (Hours / Days of work)

Monday – Friday 8:00am – 4:30pm

Telework (Yes/No)