Office & Admin Specialist Sr - Administrative Assistant to the Associate Vice President for Recruitment and Retention

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

Working Title:

Office & Admin Specialist Sr - Administrative Assistant to the Associate Vice President for Recruitment and Retention

Institution:

Minnesota State Community and Technical College

Classification Title:

Office & Admin Specialist Sr

Bargaining Unit / Union:

206: AFSCME - Clerical and Office

City:

Fergus Falls

FLSA:

Non Job Exempt

Full Time / Part Time:

Full time

Employment Condition:

Classified - Unlimited

Salary Range:

$21.90 - $31.21

Job Description

To provide senior-level administrative support for the Associate Vice President of Recruitment and Retention (AVP), cabinet members and athletics and to ensure excellence in the student affairs and athletics divisions in providing services to students, faculty, and staff.

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 experiences, and provide spaces that are emotionally safe and reflect who students are.

Responsibilities

Customer Service. Daily, 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.

Serve as Assistant to the Associate Vice President for Recruitment and Retention (AVP), providing primary support in their leadership role for the development and implementation of academic programs, student services, and community involvement. Arrange, schedule, and revise appointments, conferences, and meetings as well as maintain calendars. Ensure that all necessary arrangements are made for out-of-town travel. Serve as a communication contact with internal and external constituents, answering inquiries in person, via e-mail, or by telephone. Monitor office workflow and determine work priorities while working independently. Attend staff/administrative committee meetings as assigned; create agendas; create and distribute notes of meetings. Solicit data, assemble information, prepare, and edit reports for internal constituents and external agencies as requested. Prepare purchase orders as needed. Pay invoices in a timely manner. Manage budget expenditures, end of academic year close out and purchase orders for the department.

Senior-level Administrative Support for the Athletics Department.

Coordinate coach assignments, maintain agreements and records, and organize evaluations. Coordinate logistics and organize processes.

Manage all expenditures related to Athletics, provide regular and timely budget reports. Set up recurring Purchase Orders for new fiscal years. Pay all invoices related to those purchase orders. Pay all referees, umpires, game workers, and get them the proper setup link if not a vendor in the state system. Submit all authorizations for coaches for all travel. Assist with and/or create expense reports for coaches. Assist coaches and athletic directors one-on-one with Workday processes. Order supplies. Work with the M State Reservation Specialist to set up contracts for OT Coaches – transportation. Assist Athletic Coordinators with other tasks as needed.

Support for campus and college operations. Recognition of broad and varied professional responsibilities, which include but are not limited to support for campus and college operations, such as front desk coverage, registration events, Spartan Welcome Days, Commencement; this is not an exhaustive list. Support the operation of the college and campus Student Services operational area(s) beyond the student affairs office. Serve on campus, college, and community committees as assigned, approved and appropriate that seek to enhance the student experience. Other related duties as assigned by the AVP.

Perform other clerical duties. Provide Cabinet leaders with clerical assistance. Collect data, assemble information, prepare, and edit reports. Proofread materials, memos, and correspondence for syntax, spelling, grammatical, and mathematical accuracy before release and distribution. Assist AVP in the preparation and distribution of formal and confidential documents. Maintain files, reports, records, and other materials in useful order.

Minimum Qualifications

• Customer service practices and principles are sufficient to identify each custo