Office & Admin Specialist Sr - Executive Assistant

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Working Title:

Office & Admin Specialist Sr - Executive Assistant

Institution:

Bemidji State University

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

Bemidji State University (BSU) and NORTHWEST TECHNICAL COLLEGE (NTC) invites qualified applicants to join our team as the Office & Administration Specialist Sr (OAS Sr) – Executive Assistant. The Executive Assistant provides advanced confidential administrative and operational support to both the Vice President for Student Affairs (VPSA) & Vice President of Finance & Administration (VPFA) under general supervision. This dual-reporting role supports two critical divisions for both BSU and NTC and requires exceptional organizational, strategic problem-solving, and strong communication skills with internal and external parties.

The Executive Assistant serves as a key liaison among BSU & NTC leadership, faculty, staff, students, external stakeholders, and Minnesota State system colleagues; ensuring the effective coordination and communication of institutional priorities related to student experience and financial stewardship.

Responsibilities of the Executive Assistant include:

• Administrative & Executive Support. (Percent of Time: 40%)

  • Providing high-level administrative assistance to the VPSA and VPFA including complex calendar management, travel planning, document preparation, and expenditure processing.

  • Drafting, editing, and managing correspondence, presentations, reports, agendas, minutes, and briefing materials tailored to a wide range of audiences with accuracy and appropriate tone.

  • Acting as a primary point of contact and communication channel for the offices of the VPSA and VPFA; serve as the front of face for Student Life, developing intentional positive recognition amongst student leaders.

  • Anticipating the needs of both executives and proactively managing changing priorities and emerging issues.

  • Managing and responding to the VPSA and VPFA email, responding to VPSA phone calls.

  • This position assists in the identification and investigations of existing or potential problems, formulating solutions, presenting options which assist with the implementation of policy-driven solutions, and implementing solutions.

• Office Operations & Coordination. (Percent of Time: 30%)

  • Overseeing daily operations for both executive offices, including setting procedures, organizing workflows, and maintaining confidential records.

  • Tracking and reconciling budgets and expenses; processing financial transactions and purchasing documents.

  • Monitoring timelines and deliverables for strategic initiatives related to student engagement, fiscal planning, and administrative effectiveness, maintaining or managing data for required reporting.

  • Managing leave requests, contract approvals, expenditures, and ensuring compliance with institutional processes and Minnesota State guidelines.

  • Coordinating and overseeing the contract creation, review, and signature process with the ability to utilize e-signature (DocuSign) in the name of the VPSA and/or VPFA. 

  • As needed and when appropriate, preparing and issuing formal Requests for Bid (RFB) and Requests for Proposals (RFP) and arranging publication details. Guiding, reviewing, and processing purchasing and contracting transactions (purchase orders, contracts, and purchasing card transactions) in compliance with Minnesota law, Minnesota State procedures, campus policies for BSU and NTC, and other miscellaneous obligations.

  • This position plays a key role in the contract management process and collaborates closely with BSU, NTC, and System office officials to ensure timely workflow through Workday.

  • Maintaining confidential records, files, and documentation in accordance with institutional and regulatory guidelines.

  • Maintaining key data sources and compiling reports for internal and external use. Overseeing assessment efforts related to data collection for the VPSA & VPFA functions.