Office & Admin Special Intermediate (College of Business)

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

Working Title:

Office & Admin Special Intermediate (College of Business)

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 - Seasonal (Seasonal)

Salary Range:

$20.45 - $28.79

Job Description

1. To serve as the Office Manager for departments served within the College of Business.Develop office procedures for faculty, staff and students to efficiently coordinate the workflow of the office in an organized manner.Provide administrative support to the College of Business. Provide department information to all visitors in a courteous and timely manner.

• Greet visitors, receive and respond to phone, e-mail and communication regarding programs and procedures in a timely, positive, professional and confidential manner.
• Provide information and support to prospective and current students including information, and assistance with student support needs.
• Develop and implement appropriate office procedures for proper prioritization and efficient performance of office functions. Plan, organize and complete tasks in a timely manner. Utilize all available resources to achieve results.
• Assign students to advisors upon declaration of major, or when student requests a new advisor or declares major.Ensure student to advisor ratio is evenly distributed.
• Attend department(s) staff meetings and take minutes; maintain electronic copy of meeting notes on shared drive.
• Assist and collaborate with faculty and staff to support student success and achieve college, department goals and objectives.
• Organize and maintain an accurate filing (paper and electronic) and data management system.
• Order and maintain office supplies and academic supplies for faculty.
• Maintain all office equipment. Address mechanical problems and request repairs when needed.
• Provide administrative support on proper procedures and policies. This may include but is not limited to the Business Office, Academic Affairs, Foundation, Facilities, Human Resources, Affirmative Action and student forms.
• Sort and distribute mail, packages and route messages in a timely manner.
• Maintain records on university fixed assets, update locations and inventory as needed.
• Select and order promotional gifts for departmental events within budget and with Chair approval.
• Other duties as assigned by Chairs.

2. Monitor budgets of departments and cost centers.Manage disbursements to ensure the budgets stay within guidelines. Provide daily oversight and inform applicable individuals of discrepancies.

• Maintain disbursements for reconciliation with monthly reports.
• Monitor departments, IFO and Summer Incentive budgets and reconcile discrepancies monthly.Request transfer of funds when appropriate.
• Analyze and project needs for budget development.
• Create and maintain Excel spreadsheets and document all expenditures.
• Maintain records of all encumbrances, debits and credits.
• Advise faculty and department Chairs of the travel allowance budgets and status of individual faculty.
• Submit all information regarding department funded scholarships.
• Other duties as assigned by the Chairs.
   

3. Prepare TCF’s (Term Course Form) electronically in Warrior Space for all departmental courses offered as directed by Department Chair(s).Compile and sort enrollment data for semester and yearly comparison and department reports.

• Review tentative course schedules, on a semester basis, for discrepancies such as classroom, time conflicts, class size, making changes when necessary and under chair direction.
• Work with enrollment statistics, monitor registration numbers, increasing student enrollment when necessary and under chairs direction, changing classrooms when necessary to accommodate a larger enrollment in one class or another.
• Obtain enrollment numbers, course offerings, and majors each semester or upon request.
• Utilize schedules, reports upon faculty request for enrollment verification or for verifying prerequisites or other information.
• Conduct analysis of course offerings using university supplied data when instructed by departments for use in determining course demand.
• Provide information from university assessment (IPAR) documents when requested.

4. Design promotional departmental pamphlets