Office & Admin Special Senior

Minnesota State Community & Technical College - Winona, MN

Part-time,Full-time

Winona, MN

Educational Services

About the position

The Office & Admin Special Senior position at Winona State University involves providing executive-level administrative support to the AVP of Equity & Inclusive Excellence and the Dean of Students. This role is crucial in managing the daily operations of the offices, including the KEAP Center, OASIS Advocacy Center, and the Office of Student Conduct & Citizenship. The individual will be responsible for preparing and drafting correspondence, proofreading materials, and serving as the first point of contact for inquiries related to these offices. This includes answering questions, performing necessary research, and responding on behalf of the AVP or Dean of Students, while referring non-routine matters to appropriate staff members. In addition to administrative tasks, the role requires developing and processing correspondence for faculty, students, and various cultural and diverse student organizations. The Office & Admin Special Senior will also handle travel requisitions, monthly budgets, expense reports, and purchase orders, while scheduling meetings and appointments for the AVP and Dean of Students. Establishing efficient office methods, procedures, and standards is essential for maximizing productivity. The individual will also monitor general email accounts and manage an internal system for document storage and retrieval, ensuring compliance with FERPA regulations regarding confidential information. The position also involves crisis management responsibilities, where the individual will serve as the initial point of contact for student emergencies and absences, coordinating communication with necessary departments and officials. The role includes supervising approximately 15 student employees, training them on office procedures, and ensuring the completion of tasks. Additionally, the Office & Admin Special Senior will co-coordinate special events and programs, manage databases for the departments, monitor and balance budgets, and administer scholarship awards. The individual will perform other duties as assigned to ensure the smooth functioning of the departments and maintain the organization's reputation as a viable business partner.

Responsibilities

• Provide executive level administrative support to the AVP of Equity & Inclusive Excellence and Dean of Students.
• Prepare and draft emails/correspondence on behalf of the AVP and Dean of Students.
• Serve as the first point of contact for the Equity & Inclusive Excellence, Dean of Students, and Student Conduct & Citizenship offices.
• Develop and process correspondence for faculty, students, and various cultural and diverse student organizations and clubs on campus.
• Prepare and submit travel requisitions, monthly budgets, expense reports, purchase orders and other documents.
• Schedule meetings and appointments for AVP and Dean of Students and assist other staff members in the associated offices.
• Develop and establish office methods, procedures, and standards for maximum efficiency.
• Monitor the general email accounts for Equity & Inclusive Excellence, Dean of Students and Student Conduct & Citizenship and respond to questions appropriately and in a timely manner.
• Create and manage an internal system for storage and retrieval of electronic documents in the offices.
• Independently address student and parent issues and concerns to resolve complaints and problems.
• Serve as the initial point of contact for crisis management and disaster response as it relates to WSU students.
• Assist Dean of Students with notifications and communication in the case of a student death.
• Direct and supervise the daily work schedules of approximately 15 student employees.
• Co-coordinate special events and programs related to the five offices and student clubs.
• Serve as database manager for the departments and prepare reports as requested by supervisors.
• Monitor and balance the budgets for office accounts.
• Administer and process scholarship awards each semester.
• Perform other duties as assigned to ensure the smooth functioning of the departments.

Requirements

• Math sufficient to add, subtract, multiply, and divide when working with budgets, invoices, and scholarships.
• Typing/Keyboard skills sufficient to draft correspondence for the AVP, Dean of Students and departments (40 WPM).
• Data Entry Performance sufficient to enter information into ISRS, Maxient, and Excel.
• English proficiency sufficient to communicate with customers of the departments.
• Word Processing skills sufficient to create and draft correspondence for the AVP, Dean of Students and associated offices.
• Spreadsheets skills sufficient to enter data into Excel and manipulate the data.
• Database Management skills sufficient to work with different software systems and run reports and queries for the AVP and Dean of Students.
• Development of Administrative and Programmatic Procedures sufficient to suggest revisions to policies and procedures.
• Customer Service Skills sufficient to serve as the administrative assistant and office manager for the departments.

Nice-to-haves

• 3-5 years' experience working as an administrative assistant in a professional setting.
• Bachelor's degree in business administration or related field.
• Strong interpersonal/human relations skills to deal with diverse and multilingual populations.
• Experience working in a fast-paced environment.
• Experience in higher education.
• Knowledge of student immigration requirements.
• Knowledge of data privacy laws, including FERPA.
• Exceptional organizational skills and attention to detail.