Fire & EMS Program Administrative Specialist - Office & Admin Specialist Intermediate

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Working Title:

Fire & EMS Program Administrative Specialist - Office & Admin Specialist Intermediate

Institution:

Minnesota West Community and Technical CollegeOffice & Admin Specialist Int

Bargaining Unit / Union:

206: AFSCME - Clerical and Office

City:

MWST - Jackson Campus

FLSA:

Non Job Exempt

Full Time / Part Time:

Part time

Employment Condition:

Classified - Unlimited

Salary Range:

$21.12 - $29.73

The Fire & EMS Program Administrative Specialist provides comprehensive administrative, regulatory compliance, and program coordination support for Fire and Emergency Medical Services (EMS) Customized Training programs at Minnesota West Community and Technical College. The position manages course operations from setup through completion, including state regulatory reporting to the Minnesota Emergency Medical Services Regulatory Board (EMSRB) and Minnesota Board of Firefighter Training and Education (MBFTE), student recordkeeping, certification issuance, and financial processing across multiple campuses and partner agencies. A significant component of this role involves subject-matter-level development and maintenance of EMS instructional materials, requiring working knowledge of EMSRB standards and national EMS guidelines — which is distinct from general administrative support. The position serves as the primary administrative liaison between the college and external partners, including fire departments, EMS agencies, and state regulatory bodies.

This position requires working on the Jackson campus. Remote or hybrid work arrangements are not available.

PRINCIPLE RESPONSIBILITIES AND RESULTS

Regulatory Compliance & State Course Reporting

• Create and manage all EMS courses in the Minnesota Office of Emergency Medical Services (OEMS) eLicense portal; submit MBFTE attendance and completion records for fire training.

• Maintain course approval documentation, instructor credentials, and compliance timelines; submit all required state reports on schedule.

• Process EMS course completions in the OEMS eLicense Portal, ensuring attendee records, pass/fail status, and course end dates are entered accurately and on schedule.

Curriculum & Instructional Material Development

• Maintain and update all EMS course materials (i.e. lesson plans, presentations, skills guides, and assessments) aligned with EMSRB requirements and national EMS standards.

• Implement updates from EMSRB or national guidelines; maintain version control and prepare instructor support materials to ensure consistent delivery across instructors.

• Develop and maintain evaluation tools, including quizzes, exams, and skills assessment documentation.

Course Setup, Student Records & Certification Issuance

• Create and schedule non-credit courses in RST; monitor enrollment against minimums and notify leadership of cancellation risk.

• Issue Basic Life Support (BLS) and Heart Saver First Aid eCards to students via the American Heart Association (AHA) eCard portal, accurately recording student contact information and supporting documentation.

• Generate and mail course completion certificates and class rosters to contracting agencies; coordinate grade entry for EMS credit courses in the Integrated Statewide Records System (ISRS).

Financial Operations & Invoicing

• Generate customer invoices in Workday and monitor payment status against contract terms.

• Update Salesforce with payment dates upon notification from the Business Office; process purchase orders and monthly medical director invoicing; maintain organized invoice records. Respond to Business Office inquiries regarding past-due agency accounts and update records accordingly.

Certified Nursing Assistant (CNA) Coordination & Support

• Assist with coordinating CNA test-out logistics, including scheduling actors, proctors, and room assignments across all sites.

• Assist with managing and uploading CNA test-out documentation into Salesforce and maintain accurate activity records.

• Support CNA test-out operations, including participant coordination and onsite administrative needs.

• Assist with conducting periodic follow-up with partner facilities regarding outstanding CNA-related invoices o