Office & Admin Special (Tutoring Services Program Assistant)

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

Working Title:

Office & Admin Special (Tutoring Services Program Assistant)

Institution:

Winona State University

Classification Title:

Office & Admin Specialist

Bargaining Unit / Union:

206: AFSCME - Clerical and Office

City:

Winona

FLSA:

Non Job Exempt

Full Time / Part Time:

Part time

Employment Condition:

Classified - Seasonal (Seasonal)

Salary Range:

$20.02 - $28.79

Job Description
 

1. Perform database input, scheduling, and reporting tasks each semester.

• Create tutor and s2i leader profiles in database.
• Load tutor and s2i course lists.
• Load tutor and s2i schedules.
• Load on-going tutoring appointments for students in On Track program.
• Run weekly, semester, and yearly reports and transcripts.

2. Provide customer services by covering the reception area and recruiting, training, scheduling and supervising front desk workers to do the same.

• Answer phone and assist customers at the reception area.
• Monitor and respond to Tutoring Services email account.
• Coordinate with Director to hire front desk workers.
• Prepare/revise training materials for front desk workers.
• Conduct front desk workers training and on-going coaching meetings.

3. Oversee student employee paperwork and timesheets.                     

• Track completion of payroll paperwork at time of hire.
• Prepare work authorization and overpay forms.
• Check the timesheets for completion and accuracy.
• Monitor work study eligibility and budget.

4. 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.

• Purchase office supplies.

Salary Range: $19.10-$25.03

Minimum Qualifications

• Math - Sufficient to add, subtract, multiply and divide when working with budget or reports.
• Data Entry Performance - Sufficient to enter staff profiles and schedules in TracCloud.
• English (Speaking and/or Writing and/or Reading Orally) - sufficient to communicate with students and customers of departments served via email and in person.
• Word Processing - sufficient to create procedure and training documents for program staff.
• Spreadsheets - sufficient to manipulate information exported from programs such as TracCloud or Qualtrics using functions such as Sort & Filter, SUM, AVERAGE and COUNT.
• Customer Service Skills - sufficient to serve as a receptionist.
• Lead Work Skills-Sufficient to hire, train, delegate and manage all aspects of student employment for the front desk workers.
   

Preferred Qualification 

• Strong organizational and time management skills.
• Knowledge of FERPA and the ability to exercise sound judgment to maintain student data privacy.
• Proficiency in Qualtrics, ISRS, and Workday.
• Excellent oral and written communication skills to allow interaction with a wide range of student tutors and students who use tutoring services, including students on academic warning and probation.
• Strong attention to detail including the ability to troubleshoot and recognize errors when running reports.
• Knowledge of student services and resources available at WSU
• Thorough knowledge of office procedures, and soft skills and the ability to provide training and feedback to help the student employees develop into professionals.
• Demonstrated ability to establish and maintain strong and effective working relationships with administration, faculty, staff, students, community and prospective students.
• Ability to identify problems, recognize ways to improve program functioning and the ability to effectively communicate those suggestions.
• Ability to manage multiple tasks in an environment with frequent interruptions.

Other Requirements

1. The successful candidate must be able to lawfully accept employment in the United States by the day employment begins. The University regrets that we are unable to offer H1-B sponsorship at this time.

2. A complete online application will include the following:

• A cover letter that addresses the qualifications listed previously
• Resume
• A list of 3-5 professional references with contact information