OASS - Administrative Assistant

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Working Title:

OASS - Administrative Assistant

Institution:

Northwest Technical College

Classification Title:

Office & Admin Specialist Sr

Bargaining Unit / Union:

217: Commissioner's Plan - Confidential

City:

Bemidji

FLSA:

Non Job Exempt

Full Time / Part Time:

Full time

Employment Condition:

Classified - Unlimited

Salary Range:

$19.87 - $28.31

Job Description

Northwest Technical College (NTC) invites applicants to join our team as an Administrative Assistant. 

The Administrative Assistant provides highly confidential administrative support and manages overall functioning of the Administration Office. This position serves as a key role in the academic function of the college, and full support of the academic administrators. The incumbent exercises a high level of judgement and discretion, maintains a high level of confidentiality and trust, and employs considerable experience and institutional knowledge in execution of the required duties.

Responsibilities of the Administrative Assistant include:

• Directing and managing the Office of the Executive Vice President and Senior Academic Officer (EVP SAO) and the Dean. (75%)

  • Providing daily administrative assistance to the EVP SAO/Dean.

  • Preparing all confidential and sensitive correspondence and reports.

  • Reviewing  and distributing selectively all confidential or sensitive materials.

  • Serving as liaison between the EVP SAO and constituents.

  • Assisting the EVP SAO/Dean in compiling documentation for response to MSCF union grievances.

  • Assisting in the development, preparation and distribution of the College’s confidential strike contingency plan.

  • Preparing contracts for off-campus vendors for special projects.

  • Coordinating communications between the EVP SAO and the President and other departments.

  • Screening the EVP SAO communications responding as appropriate to daily inquiries.

  • Compiling and distributing confidential materials.

  • Providing work direction for work study staff assigned to the administrative offices.

  • Reviewing for compliance with MSCF contract and EVP SAO’s expectations, and inputting into FWM, all faculty assignments each semester.

  • Performing all other related duties as assigned.

• Performing duties in support of the general Academic and overall function of the campus. (10%)

  • Interacting with faculty/staff in a courteous manner while displaying professionalism and respect for confidentiality.

  • Playing a positive and active role in fostering team relationships.

  • Serving as a source of information for the campus.

  • Scheduling appointments and arranging meetings both on and off campus.

  • Assisting the EVP SAO/Dean by facilitating accessibility and open door policy.

  • Demonstrating initiative and performing all other activities as assigned.

• Assisting Administrators in the performance of duties of their offices. (10%)

  • Researching and preparing information to include information, which is, or may become, a part of the College’s position on collective bargaining issues. This may include maintaining confidential files containing collective bargaining proposals and counter proposals, strategies, cost information and other labor relations information as defined by M.S. 13.37.

  • Matters relating to surveys and inquiries concerning the institution on the system.

  • Other data that is considered confidential.

  • Serving as NTC liaison with BSU in alignment matters as well as with other external partners.

• Performing other related duties as required. (5%)

  • Arranging for special visits and meetings to the College.

  • Keeping Northwest Technical College Policies and Procedures Manual, Emergency Procedure Manual and MNState Regulations Manual up-to-date.

Minimum Qualifications

• Experience as an executive assistant, senior administrative assistant, or office manager role.

• Proficiency with productivity and task management software programs such as Microsoft Teams, Microsoft To Do, Microsoft Outlook, Microsoft Excel, etc Excellent organizational skills and the ability to manage competing priorities.

• Proficiency in business communications to speak, p