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).

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Job Description

1. To serve as the Office Manager for departments served within the College of office procedures for faculty staff and students to efficiently coordinate the workflow of the office in an organized 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 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 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 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 TCFs (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 and scholarship processing. Assist with internships and job opportunity listings made available to students.

• Design update and distribute promotional pamphlets for the departments to be used as a marketing tool with final approval given by the faculty and Chairs.
• Update Internship board by posting current internship positions available.
• Prepare power point slides about internships for the monitors around College of Business.
• Keep program plans up to date. Work with chairs in designing program planning materials to be available for current and prospective students.
• Disseminate (via email bulletin boards) WSU and national scholarship information to students. Facilitate departmental scholarship communication to appropriate areas for processing.

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

• Schedule appointments and set up meeting locations. Make room reservations.
• Prepare correspondence as needed.
• Maintain electronic copies of syllabi to be retrieved in a timely and efficient manner.
• Provide support when preparing for meetings and includes but is not limited to reserving venues ordering food and refreshments organizing dcor and presentation materials.
• Post faculty office hours and cancellation notices on classroom office doors when classes are cancelled.
• Other duties as assigned by the Chairs.

6. Maintain departmental website updates as needed.

• Update majors minors departmental and faculty website information as needed.
• 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 need and conduct training for Student Workers.

• Recruit interview select and hire (making final decision) of student employees
• Train coordinate and direct student employees in departmental policies procedures and equipment.
• Monitor student time sheets. review and approve hours worked.
• Maintain Student Worker budget.

8. Provide event support for department and College of Business.

• Make room reservations as needed.
• Order food and prepare paperwork for payment.
• Assist in setup and tear down of event and/or arrange for help to do so.
• Assist in promotion of events as needed.

Salary Range: $20.45-$27.12

Minimum Qualifications

• Math - Sufficient to add subtract multiply and divide when working with budgets.
• Typing Keyboarding(40WPM) - Sufficient to draft correspondence for the Chairs and departments served.
• Data Entry Performance - Sufficient 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 departments served via email and in person.
• Word Processing - sufficient to draft correspondence students faculty staff and external entities.
• Spreadsheets - sufficient to enter budget information and student information into databases and manipulate the data
• Bookkeeping - sufficient to monitor the department budgets and make recommendations on discrepancies.
• Customer Service Skills - sufficient to serve as the primary point of contact for the departments
• Lead Work Skills-Sufficient to supervise and manage all aspects of student employment.
  

Preferred Qualification

• Comprehensive knowledge of Minnstate and the State of Minnesotas organizational structure academic structure and policies and procedures to ensure 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 database development word processing data analysis and presentation of results email purchasing students records and graphics.
• Proficient in the following software: Microsoft Word Excel Adobe Acrobat PowerPoint Student ISRS Systems Workday Warriorspace FWM.
• Thorough knowledge of office procedures and practices and ability to provide training to develop the skills of self and co-workers. Ability to work under stressful conditions while adhering to strict deadlines.
• Demonstrated ability to establish and maintain strong and effective working relationships with administration faculty staff students community and prospective students.
• Demonstrated ability to analyze and research facts for recommending actions to problems.
• Excellent oral and written communication skills to allow interaction with diverse populations. Must possess quality skills in making decisions multi-tasking 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 in the classroom department

Other Requirements

1. Thesuccessfulcandidatemustbeabletolawfullyaccept employmentintheUnitedStatesby the day employment begins. The University regrets that we are unable to offer H1-B sponsorship at this time.

2. 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) 40 Hours/Week Academic Year; 8 Hours/Week Summer

Posting Information:

Application Deadline: July 23 2025

Appointment Date: As Soon As Possible

Primary Location: Winona MN

Type of Appointment: Probationary

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 paddle-boarding 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 .

Notice: In accordance with Minnesota State policy employees driving on university business who use a rental or state vehicle shall be required to conform to Minnesota States vehicle use criteria and consent to a motor vehicle records check. The Winona State University Annual Security and Fire Safety Report is available for your review. This report is required by federal law and contains policy statements and crime statistics for the University. The policy statements address the schools policies procedures and programs concerning safety and security. Three years worth of statistics are included for certain types of crimes that were reported to have occurred on-campus or in other University affiliated locations. This report is available online at You may also request a paper copy from University Security by emailing .

Winona State University is an Equal Opportunity employer/educator committed to the principles of diversity. We prohibit discrimination against qualified individuals based on their race sex color creed religion age national origin disability protected veteran status marital status status with regard to public assistance sexual orientation gender identity gender expression or membership in a local commission as defined by law. As an affirmative action employer we actively seek and encourage applications from women minorities persons with disabilities and individuals with protected veteran status.

The University provides reasonable accommodations to qualified individuals with disabilities upon request.

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 pre-tax medical and dental expense (with roll-over 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 well-being of our employees and take work/life balance seriously.

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