Office & Admin Specialist Int (Graduate Nursing & HealthForce MN)

Working Title:

Institution:

Bargaining Unit / Union:

City:

FLSA:

Full Time / Part Time:

Employment Condition:

Salary Range:

Job Description

1. Provide clerical and general office support to HealthForce MN and Graduate Nursing faculty staff and students.

• Prioritize and manage multiple requests deadlines and competing needs across HealthForce MN and Graduate Nursing
• Communicate with graduate nursing program and HealthForce MN stakeholders regarding department matters.
• Strong customer service skills when working with students visitors community and clinical constituents to determine their needs respond personally whenever possible and/or refer them to the appropriate person without delay. (in-person phone email)
• Distribute both departments mail. Send and receive intercampus mail.
• Monitor HealthForce MN and Graduate Nursing email inboxes and answer general questions and refer others to appropriate staff members.
• Assist faculty staff and guest presenters in printing/preparing class materials (tests course materials presentations etc.)
• Create and send guest letters campus map parking pass; prepare and mail thank you letters.
• Maintain email lists for HealthForce MNs communities of practice (i.e. nursing assistant instructor lists Healthcare Education and Industry Partnerships HEIP allied programs etc.)
• Print HealthForce MN and Graduate Nursing documents for department needs.
• Coordinate logistics for meetings events and programs (scheduling materials food communication and on-site support).
• Orient new partners to Graduate Nursing Program and HealthForce MN Programs.
• Prepare department correspondence (Graduate Nursing and HealthForce MN).
• Maintain departmental files (physical and electronic) with logical organization and access.
• Attend regular team meetings take notes including action items and send them to the team.
• Prepare calendar invitations for in-person zoom Teams or phone meetings for faculty/staff as directed.
• Maintain office equipment (order supplies and contact vendor for service as needed) for the department.
• Manage assigned responsibilities related to grant processes for both departments.
• Manage assigned tasks related to accreditation
• Serve as support and back-up for graduate nursing CoNHS and WSU-R OAS as needed.
• Serve as support and back -up for graduate nursing Clinical Placement Coordinator as needed
• Serve as support and attend HealthForce MN events like: Scrubs Camp HOSA and advisory board meetings.

2. Maintain and manage databases and reports to support Department of Graduate Nursing operations.

• Set up manage and maintain clinical data repository (i.e. Typhon) for all graduate nursing programs. including:
  • managing administrative rights for faculty and staff.
  • Serve as a resource for faculty staff and students on how to upload documents request that preceptors be added to Typhon and how to run reports.
  • Manage and support student access and use of Typhon including emailing the student the Typhon login information and monitoring expiration dates as students upload their clinical onboarding documents.
  • Develop surveys such as site and preceptor evaluations as directed by faculty.
    
• Set up manage and maintain databases for tracking prospective student inquiries and communication with prospective students (e.g. missing application materials resources)
• Provide compliance data (e.g. clinical documentation) using secure and confidential mechanisms to clinical affiliates as directed by department chairperson Chief Nurse Administrator or Dean.
• Maintain manage and run reports from Typhon Nursing CAS IPAR Access Excel and other databases at regular intervals and as needed to support departmental needs including accreditation.
  • Monitors tracks and communicates student compliance with clinical requirements (emailing the student the Typhon login information and monitoring expiration dates as students upload their clinical onboarding documents)
  • Provides program coordinators/course faculty timely reports on missing documentation.
  • Ensures data are accurate (e.g. uses state board of nursing clinical affiliates websites and other resources to verify preceptor credentials education specialty etc. and enter into Typhon and other databases)
  • Maintain and manage tracking of preceptor and /student information guest lecturers and other department initiatives.
  • Prepare and distribute preceptor thank you letters and ANCC preceptor verification forms.
  • Maintain student admission data clinical hours preceptor and clinical site data required for accreditation processes and reports.
    
• Monitors expiration dates initiates and manages contracts for tools that support department of graduate nursing work ( NursingCAS Castlebranch).
• Manage grant processes (e.g. MERC grant) including data collection database management reports training and disbursement of funds.

3. Provide business administrative support for HealthForce Minnesota.

• Generate cost center reports in Workday update department cost center spreadsheets and review with Executive Director monthly answer questions if needed throughout the month.
• Reconcile invoices (monthly/quarterly) and report any discrepancies to HealthForce MNs Director and staff.
• Track and follow up on key administrative deadlines (contracts invoices reporting).
• Prepare and send invoices accounts payable receivable documents and complete the accompanying task in Workday.

• Gather documents and information needed to set up contracts and intra-agency agreements.
• Set up and execute contracts and intra-agency agreements for internal and external partners for HealthForce MN.
• Document business administrative processes in department teams folder and update as needed.
• Serve as a point of coordination between HealthForce staff system office and external partners for administrative processes.
• Identify opportunities to improve and streamline administrative and financial processes.

4. Provide support for student application and admission process.

• Responsible for communicating with prospective students and assisting with the application process for both degree and non-degree seeking students.
• Respond to program inquiries and requests for information including responding to university procedures.
• Manage and facilitate the processing of applications for admission to the Graduate Programs in Nursing.
  • Email applicants a list of documents they have yet to submit in the application process i.e. Goal Statement Resume Reference forms etc.)
    
• Schedule publish and attend prospective student events such as online information sessions.
• Ensure department website has accurate instructions and guidance for application processes.
• Liase with NursingCAS to ensure applications are ready for use and to problem-solve.
• Assign applicant files for faculty review using NursingCAS; troubleshoot and serve as a resource for file review.
• Collaborate with program coordinators to assign faculty and schedule applicant interviews; send calendar invites; and schedule room zoom or teams link.
• Prepare letters of acceptance and non-acceptance to applicants for the Graduate Nursing Program as directed by the department chair.
• Track student responses to admission offers; track and report reasons for declination to chair and program coordinators.
• Communicate with clinical partners or programs (eg. NPCEP CIP) regarding student status/eligibility for specific programs
• Prepare relevant student files and upload them to Knowledge Lake.
• Provide students with information on how to complete national and MN Background Study Clearance.
• Monitor background checks and work with department chair to ensure clearance is documented.
• Collaborate with the School of Graduate Studies to support applicants applying to one of the Graduate Nursing specialty programs.
• Coordinate work with Department of Graduate Nursing Chairperson administrative assistant faculty and the School of Graduate Studies department.

5. 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: $20.76-$27.53/hour; commensurate with qualifications and experience

Minimum Qualifications

• Math -sufficient to add subtract multiply and divide in reconciling budgets and paying invoices.
• Typing/Keyboarding (40 WPM)-sufficient to type correspondence for the Department.
• Data Entry Performance-sufficient to enter data into applications used as well as Access and Excel and manipulate the data
• English (Speaking and/or Writing and/or Reading Orally)-sufficient to communicate with customers over the phone in person and via email.
• Word Processing-sufficient to draft edit and create correspondence.
• Spreadsheets-sufficient to pull student data from Excel and manipulate to create lists.
• Database Management-sufficient to maintain Typhon Access and Excel database records and run queries and specialized reports
• Bookkeeping-sufficient to provide daily oversight for the department budget.
• Customer Service Skills-sufficient to serve as the receptionist for the Department.

Preferred Qualification

• Ability to demonstrate strong communication skills and public relations skills
• Demonstrated ability to work collaboratively with faculty students and staff
• Demonstrated ability to utilize current technology including computers web research and phone conferencing
• Knowledge of Microsoft Office Products
• Experience with website management
• Demonstrated ability to learn new computer applications
• Extensive experience with database management running queries and creating reports
  

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
  

Work Shift (Hours / Days of work) Monday-Friday; 7:30am-4:00pm

Posting Information:

Application Deadline: June 4 2026

Appointment Date: As Soon As Possible

Primary Location: Rochester 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 96.97 percent of WSU graduates being hired in a field related to their degree. U.S. News recognized Winona State as having top-ranking undergraduate programs in nursing engineering psychology business and computer science. 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 .

Employment for this position is covered by the collective bargaining agreement for American Federation of State County and Municipal Employees (AFSCME) which can be found at 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.

A member of the Minnesota State Colleges and Universities System. A community of learners improving our world!

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.

Desired Start Date:

Position End Date:

Open Date:

Close Date:

Posting Contact Name:

Posting Contact Email: