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Job Description

Job Summary:

This position exists to provide high-level administrative support to a large complex college academic division and provides support to the dean and the faculty in this department. This position is responsible for managing complex administrative activities including: managing faculty and classroom schedules with the curriculum management system; budget development and maintenance; and providing detailed information and assistance to the department(s) students. This position serves as the office manager for the Career and Technical division and is responsible for the communication to the entire division serving students faculty and the deans. This position will also provide administrative support to all of the Advisory Committee meetings for the division. All employees of Saint Paul College are responsible for promoting a culture that supports diversity and inclusion in all forms as well as providing excellent customer service continuously to all internal and external contacts.

Job Duties:

• Provide high level administrative support to the Dean of the Career and Technical Education Division.

• Manage departments Curriculum Management System.

• Serve as office manager for a large complex academic department(s).

• Provide lead work to work study students.

• Provide administrative support to the Divisions Program Advisory Committee Meetings.

• Perform other duties as assigned to ensure the smooth functioning of the department and maintain the reputation of the organization as a viable business partner.

Salary Range:

The salary range for this position is $21.90 - $29.65 hourly.

Minimum Qualifications:

• Strong written communication skills sufficient to write prepare and edit materials such as memos procedures reports presentations and other documents that are grammatically correct in proper format and are free of spelling errors explaining complex technical ideas and procedures to varied technical and non-technical audiences.

• Knowledge of computer software programs for word processing spreadsheets and databases sufficient to create modify and protect files.

• Customer service practices and principles sufficient to identify customer needs and provide prompt and accurate information in a professional manner in person over the phone and in writing.

• Ability to develop modify evaluate improve and explain administrative and program policies practices and procedures.

• Accounting/budgeting/expense reporting skills sufficient to apply protocols to invoices receipts and purchase orders.

• Knowledge of using office productivity applications such as Microsoft Office or similar software maintain calendars and e-mail file sharing and document collaboration and presentation/meeting technology such as videoconferencing.

• Knowledge of math sufficient to add subtract multiply and divide numbers use fractions decimals and calculate percentages and use simple formula.

Preferred Qualifications:

• Three years of experience as an administrative assistant in an academic setting;

• Proficiency with advanced features of Microsoft Office Suite (Word PowerPoint Access and Excel).

• Knowledge of the colleges mission and strategic plan;

• Thorough knowledge of ISRS (Integrated Student Reporting System) and ImageNow is imperative for troubleshooting and resolving issues;

• Previous experience with meeting and event planning;

• Familiarity with Minnesota State accounting procedures;

• Demonstrated ability to work independently and take the initiative to do a job without regular help and advice from others and direct work activities to achieve work area goals.

• Ability to multi-task in a fast paced high-volume environment.

• Ability to handle detailed information and 100% follow-through on those details;

• Ability to make decisions on student records processing based on the functions of ISRS and college policies;

• Demonstrated commitment to diversity and affirmative action principles.

• Knowledge of office practices and equipment sufficient to develop and improve work procedures and form.

Other Requirements

Work Shift (Hours / Days of work)

40 hours a week. Monday - Friday; 8:00 AM - 4:30 PM with flexibility available.

Telework (Yes/No)

Telework opportunities may be available for this position on Fridays.

About

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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