Administrative Assistant (Office & Admin Special Intermediate)

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

Working Title:

Administrative Assistant (Office & Admin Special Intermediate)

Institution:

Winona State University

Classification Title:

Office & Admin Specialist Int

Bargaining Unit / Union:

206: AFSCME - Clerical and Office

City:

Winona

FLSA:

Non Job Exempt

Full Time / Part Time:

Part time

Employment Condition:

Classified - Unlimited

Salary Range:

$20.76 - $29.22

Job Description
 

1. Provide administrative support to the Department of Nursing. Develop office procedures for faculty and students to efficiently coordinate the workflow of the office in an organized manner.

• Greet visitors, receive and process phone, e-mail and fax inquiries and communication. Route messages in a timely, positive, professional and confidential manner
• Respond to detailed and diverse questions regarding programs and procedures via in-person requests, telephone and email
• Provide information and support to prospective and current students including information, referrals and assistance with student support needs
• Organize and maintain an accurate filing system (both physical and electronic)
• Order and maintain office supplies and academic supplies
• Monitor and maintain all office equipment.Troubleshoot mechanical problems and request repairs when needed
• Provide administrative support on proper procedures and policies.This may include but is not limited paperwork from the Business Office, Foundations, Facilities, Human Resources, Affirmative Action and student forms
• Assist and collaborate with faculty and staff to support student success and achieve departmental program goals and objectives
• Sort and distribute mail, packages, and faxed information to the faculty
• Provide support when preparing for meetings and events.This includes but is not limited to reserving venues, ordering food and refreshments, organizing décor and presentation materials
• Attend meetings and take minutes; distribute copies to attendees and maintain electronic copy of meeting notes on website or shared drive
• Manage workflow and requests for services
• Utilize the EMS online room reservation system to request rooms for individual events and meetings
• Other duties as sanctioned by the Department Chair

2. To assist students and faculty with a variety of academic and administrative services relating to the RN-BS program.Maintain accurate department databases, prepare documents for events, and assist in collecting and recording required documents.

• Assist faculty with new student orientation by preparing materials, attending orientation and serving as a point of contact for students needing assistance.
• Collect and record faculty and student records into the Passport system to ensure compliance is met.
• Assist Nursing faculty and Administrative Assistance by tracking and reaching out to potential students.
• Screen and handle common advisee questions

3. Maintain and manage departmental budgets

• Prepare, submit, and file accurate requisition for purchase forms such marketplace requisitions.
• Reconcile IFO fund balance and Department Foundation account in conjunction with the department chair.
• Submit receipts for payment of Purchase Card using the online module.
• Maintain all accounting records of expenses charged to the department
• Update supervisor on status of budget(s)

4. Coordinate with the Dean of Nursing and Health Sciences office to schedule all College of Nursing and Health Science students for fingerprint checks.

• Post the online scheduling system for students to register for appointments
• Troubleshoot any technical (laptop) difficulties with the Department of Human Services

5. Supervise and manage student works in an efficient and effective manner.

• Recruit, interview, select and hire student employees.
• Train, coordinate, and direct student employees in departmental policies and procedures.
• Student workers hours are coordinated and scheduled to maintain proper staffing levels for coverage of phones and the front desk.
• Monitor student time sheets, making sure assigned hours are within the amount awarded, record hours worked and monies earned for office records, and verify budget printout.
• Address student worker behaviors, as necessary.

6. Perform other duties as assigned to ensure the smooth functioning of the department and maintain the reputation of the