Office Admin Special Intermediate Business Administration

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

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Job Description

1. To serve as the Office Manager for the Business Administration Department. Develop office procedures for faculty and students to efficiently coordinate the workflow of the office in an organized manner. Provide administrative support to all faculty of the College of Business during the summer.

• Respond to detailed and diverse questions regarding departmental programs and procedures via inperson requests telephone and email.
• Route messages and mail in a timely manner.
• Assist with faculty searches by preparing the necessary Affirmative Action recruiting forms scheduling interviews and setting up meetings.
• Organize and maintain an accurate filing system (both physical and electronic).
• Ensure security of tests and confidential office records.
• Order and maintain office supplies and academic supplies for faculty.
• Monitor and maintain all office equipment. Troubleshoot mechanical problems and request repairs when needed.
• Assign students to advisors upon declaration of major or when student requests a new advisor or declares major. Keep student to advisor ratio evenly distributed.
• Prepare and collect confidential ballots for faculty promotion retention and tenure of faculty and for office department Chairperson maintain confidentiality.
• Prepare and process faculty contracts each semester and for summer and overload pay ITV teaching and adjunct faculty following proper IFO procedures and forward to the Dean.
• Prepare contract cost center change forms when necessary and forward to the Dean.
• Attend department(s) staff meetings and take Minutes and type; distribute copies to faculty and maintain electronic copy of meeting notes on website or shared drive. Monitor budgets of departments served.Manage disbursements to ensure the departments stay within guidelines. Provide daily oversight and inform chair of discrepancies.
  

2. Maintain departmental disbursements for reconciliation with monthly computerized reports.

• Monitor budget printouts and reconcile discrepancies monthly.Transfer funds when appropriate.
• Analyze and project needs for budget development.
• Initiate process and record all travel requests both IFO and departmental travel requests and employee expense report forms. Monitor closely to ensure faculty member stays within the allocated amount.
• Maintain Excel spreadsheets of faculty travel expense reports. Maintain line items analyze and recommend where to transfer funds to ensure the department stays within the allocated amount.
• Advise the affected faculty and the department Chair of the status of the travel allowance budgets of individual faculty.
• Submit offcampus travel reimbursement forms monthly to Business Office.Dates and mileage expenses of each class taught off campus must be configured accurately.

3. Prepare TCFs (Term Course File input data sheets) for all departmental courses offered. Conduct analysis of course offerings as needed.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.
• Work with enrollment statistics monitoring limit numbers increasing student enrollment when necessary and exchanging classrooms when necessary to accommodate a larger enrollment in one class or another.
• Maintain records for faculty regarding class enrollments. Distribute information to faculty. Prepare file folders with data for easy access by faculty.
• Obtain enrollment numbers course offerings and majors each semester or upon request.
• Pull schedules transcripts class enrollments off MnSCU upon faculty request for enrollment verification or for verifying prerequisites.
• Conduct analysis of course offerings using university supplied data when instructed to by department for use in determining course demand.
• Provide information from university assessment documents when requested.

4. Provide assistance to faculty with research documents designing promotional departmental pamphlets and scholarships. Assist with internship and job opportunity listings made available to students.

• Design promotional pamphlets for the departments to be used as a marketing tool with final approval given by the faculty and the Chair.
• Type research papers for conferences publications and professional meetings.
• Format papers in accordance with conference or publication requirement.
• Update pamphlets as necessary and coordinate printing of pamphlets with printing office.
• Distribute pamphlets when requested to interested parties.
• Gather necessary information for posting of Scholarships.
• Maintain separate records of Scholarship and Foundation budgets.
• Notify Foundation office and recipient of award.
• Process internship application forms and forward to the Dean of the College of Business.
• Update Internship board by posting current internship positions available.
• Prepare power point slides about internships to be posted on monitors around College of Business.
• Keep program plans up to date.Work with chair in designing program planning materials to be available for current and prospective students.

5. Provide administrative support to the Chairperson(s) and faculty members of the department.

• Schedule appointments set up meeting locations on main campus and in Rochester.Work with the ITV Department when necessary to arrange meetings for both Winona and Rochester located employees.
• Prepare correspondence as needed.Format and type exams syllabi recommendations and memos.
• Compile tests and classroom materials in a timely manner and maintain confidentiality; produce copy or deliver to Print Shop items to be reproduceddepending on cost efficiency and security.
• Maintain electronic copies of syllabi so they can be retrieved in a timely and efficient manner.
• Post cancellation notices on classroom office doors when classes are cancelled.
• Order examination copies for faculty classroom use from publishers as needed.

6. Maintain departmental website.Prepare website updates as needed.Provide general technical support for website D2L and other technological enhancements utilized by faculty.

• Update majors minors departmental and faculty information as needed.Post departmental announcements semester schedules final exam schedules guest speakers and other relevant information.
• Prepare information to be used on website and monitors in College of Business including departmental events faculty research internships and other relevant information as needed.

7. Supervise student workers.Determine need and conduct training for Student Workers.

• Recruit interview select and hire (making final decision) of student employees
• Maintain Student Worker budget and sign and submit time sheets when due.
• Train coordinate and direct student employees in departmental policies procedures and equipment.
• Monitor student time sheets making sure assigned hours are within the amount awarded record hours worked and monies earned for office records and verify budget printout.
• Coach student employees and if needed reprimand and discharge student employees if office policy is violated.

Salary Range: $20.45$28.79; commensurate with experience

Minimum Qualifications

• MathSufficient to add subtract multiply and divide when working with budgets.
• Typing Keyboarding(40WPM)Sufficient to draft correspondence for the Chairs
• Data Entry PerformanceSufficient to enter budget information into ISRS and to initiate TCFS
• English(Speaking and/or Writing and/or Reading Orally)sufficient to communicate with students and customers of the department via email and in person
• Word Processingsufficient to draft correspondence for the department chairs
• Spreadsheetssufficient to enter budget information and student information into databases and manipulate the data
• Bookkeepingsufficient to monitor the department budgets and make recommendations on discrepancies
• Customer Service Skillssufficient to serve as the receptionist for the department.
  

Preferred Qualification

• Comprehensive knowledge of the universitys MnSCUs and the State of Minnesotas organizational structure academic structure and policies and procedures to insure proper procedures are strictly followed and adhered to.
• Strong human relations organizational and management skills to exercise sound judgment and maintain a high degree of confidentiality while working with students and alumni records (data privacy issues).
• High degree of computer skill including website maintenance database development word processing data analysis and presentation of results email purchasing students records and graphics.Proficient in the following software:Microsoft Word Excel Access Adobe Acrobat and Designer Dreamweaver HTML PowerPoint MnSCU Purchasing control and Student ISR Systems.
• Thorough knowledge of office procedures and practices and ability to provide training to develop the skills of self and coworkers.Ability to work under stressful conditions while adhering to strict deadlines.
• Ability to establish and maintain strong and effective working relationships with administration faculty staff students community and prospective students.
• Ability to analyze and research facts for recommending actions to problems that are brought to the attention of the Chair and department.Requires strong organizational and interpersonal qualities.
• Excellent oral and written communication skills to allow interaction with diverse populations that the incumbent works with.Must possess quality skills in making decisions multitasking and discretion to meet a demanding workload.
• Strong knowledge in accounting and budgeting principles and ability to analyze data select relevant information and then prepare and summarize this information into reports.
• Ability to troubleshoot and resolve conflicts within the working environment while maintaining a high degree of professionalism
• High degree of attention to detail and ability to work independently on several projects at a time.
• Ability to support the technological enhancements introduced by faculty members in the classroom and within the department

Other Requirements

A complete online application will include the following:

• A cover letter that addresses the qualifications listed previously
• Resume
• A list of professional references with contact information

Work Shift (Hours / Days of work)

Academic Year: 40 hours/week (MondayFriday; 8:00am4:30pm)
Summer: 10 hours/week

Telework (Yes/No) No

About Winona State University

Founded in 1858 Winona State University is a regional public university and the oldest member of the Minnesota State system. Offering more than 200 majors and programs Winona State has the #1 Student Success Rate in the Minnesota State System with 92 percent of WSU graduates being hired in a field related to their degree. With campuses in both Winona and Rochester Winona State offers the best of both worlds. Widely known for its stunning natural setting the Winona campus is nestled between picturesque bluffs and the Mississippi River meaning rock climbing paddleboarding hiking and kayaking are within a mile of campus. WSUs Rochester campus is located in Minnesotas third largest city a dynamic hub for industry arts and culture and consistently ranked as one of the best places to live in the U.S. Winona State Universitys mission is to enhance the intellectual social cultural and economic vitality of the people and communities we serve: a community of learners improving our world. For more information visit winona.

Benefits Information:

At Minnesota State we have a GREAT BENEFITS PACKAGE! Our generous benefits include 11 paid Holidays Vacation Time Sick Time six weeks of Paid Parental Leave low cost medical and dental insurance with low deductibles $250 $1500 a Pension Plan 457(b) and 403(b) retirement plans and other retirement investment options pretax medical and dental expense (with rollover option) and dependent care accounts employer paid life insurance short and long term disability as well as professional development and a tuition waiver program for employees and their dependents etc. We promote the health and wellbeing of our employees and take work/life balance seriously.

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