New Job Division Assistant - Office & Admin Specialist Int In Minnesota

Working Title: Division Assistant - Office & Admin Specialist Int
Job Class: Office and Administrative Specialist, Intermediate
Agency: Minnesota State

• Who May Apply: Open to all qualified job seekers
• Date Posted: 08/28/2023
• Closing Date: 09/11/2023
• Hiring Agency/Seniority Unit: Minnesota State / Century College
• Division/Unit: MnSCU Century Lakewood CC / MnSCU Century CTC Class/A
• Appointment Type: Unlimited, Full-time
• Work Shift/Work Hours: Day Shift / 8:00am - 4:30pm
• Days of Work: Monday - Friday
• Travel Required: No
• Salary Range: $18.55 - $24.60 / hourly;
• Classified Status: Classified
• Bargaining Unit/Union: 206 - Clerical/AFSCME
• Work Area: Academic Affairs / Health Sciences
• Location: White Bear Lake, MN / Mahtomedi, MN
• FLSA Status: Nonexempt
• Telework Eligible: Yes
• Designated in Connect 700 Program for Applicants with Disabilities: Yes

Make a difference in the lives of Minnesotans.

The work you’ll do is more than just a job. Join the talented, engaged and inclusive workforce dedicated to creating a better Minnesota.

Position Purpose

This position exists to provide support in the form of administrative assistance to the faculty and staff within the assigned division. This position serves as the primary point of contact for the division faculty and staff by answering general questions, answering division phone calls and division emails; coordinating division-sponsored events; and acts as the primary point of contact for new adjuncts/part-time faculty members. The position provides administrative assistance support to all assigned division faculty and staff assisting with purchasing; maintaining division equipment, supplies, and resources; facilitating make-up test and exam; and managing student records for the division departments/programs.

Position Responsibilities

• Serves as primary point of contact for division and provide administrative assistant support.
• Collect and manage data for department accreditation, compliance, and operations.
• Provides administrative support for purchasing for the division departments/programs and faculty.
• Facilitates and proctor make-up test and exam.

Minimum Qualifications

• English sufficient to speak, write, and edit materials, including correct spelling, punctuation, and grammar, to ensure the accuracy and completeness of oral communication and written materials.
• Word Processing/Database Management/ Spreadsheets/ Presentations – Advanced knowledge of standard computer software programs to create, modify, and manage word documents, spreadsheets, and basic databases and to update web pages to support academic programs and faculty (with training). Ability to use email, word processing, spreadsheets, and electronic database applications to research and prepare reports, letters, memos, and emails to support academic programs and faculty (Access, Microsoft Office Suite, and SharePoint).
• Customer Service Skills – On the phone, in person and online to provide effective general and specialized office support. This requires listening, common courtesy, tact, empathy, interest in positive problem solving, the ability to organize ideas logically, and the ability to persuade.

Preferred Qualifications

• Experience using Minnesota State ISRS – Integrated Statewide Records System sufficient to look up financial reports, student records, make queries and answer questions.
• Ability to work with a variety of social media and scheduling applications or learn them as needed (e.g., Facebook, Doodle, Instagram, etc.)
• Ability to maintain the confidentiality of private information according to law, roles, policies, and procedures.
• Ability to manage large workloads through prioritization of tasks and efficiency.
• Ability to respond to staff/faculty and meet their administrative requests in a timely manner.
• Ability to function independently within the parameters of meeting the administrative and reception needs of the department.

Additional Requirements

To facilitate proper crediting, please ensure that your resume clearly describes your experience in areas listed and indicates the beginning and ending month and year for each job held.

This position requires successful completion of employment references and a driver’s license background check.

In accordance with the Minnesota State Vehicle Fleet Safety Program, employees driving on college/university business who use a rental or state vehicle shall be required to conform to Minnesota State's vehicle use criteria and consent to a Motor Vehicle Records check.

How to Apply

Select “Apply for Job” at the top of this page. If you have questions about applying for jobs, contact the job information line at 651-259-3637 or email [email protected]. For additional information about the application process, go to http://www.mn.gov/careers.

Please upload the following information with your application:

• Cover letter/letter of interest
• Current resume

If you have questions about the position, contact Kimberly Claggett at [email protected] or 651-779-5819.

To receive consideration as a Connect 700 Program applicant, apply online, email the Job ID#, the Working Title and your valid Proof of Eligibility Certificate by the closing date to Kimberly Claggett at [email protected].

About Minnesota State

Minnesota State is committed to attracting, retaining, and developing talented employees who serve our 340,000+ students each year throughout the state. We have a vibrant and diverse system of 33 colleges and universities with 15,300+ dedicated faculty and staff focused on student success.

Why Work for Us

Diverse Workforce

We are committed to continually developing a workforce that reflects the diversity of our state and the populations we serve. The varied experiences and perspectives of employees strengthen the work we do together and our ability to best serve the people of Minnesota.

A recent engagement survey of State of Minnesota employees found:

• 95% of employees understand how their work helps achieve their agency’s mission
• 91% of employees feel trusted to do their jobs
• 88% of employees feel equipped to look at situations from other cultural perspectives when doing their job
• 87% of employees report flexibility in their work schedule

Comprehensive Benefits

Our benefits aim to balance four key elements that make life and work meaningful: health and wellness, financial well-being, professional development, and work/life harmony. As an employee, your benefits may include:

• Public pension plan
• Training and professional development
• Paid vacation and sick leave
• 11 paid holidays each year
• Paid parental leave
• Low-cost medical and dental coverage
• Prescription drug coverage
• Vision coverage
• Wellness programs and resources
• Employer paid life insurance
• Short-term and long-term disability
• Health care spending and savings accounts
• Dependent care spending account
• Tax-deferred compensation
• Employee Assistance Program (EAP)
• Tuition reimbursement
• Federal Public Service Student Loan Forgiveness Program

Programs, resources and benefits eligibility varies based on type of employment, agency, funding availability, union/collective bargaining agreement, location, and length of service with the State of Minnesota.

Other Information

Notice of Annual Security Report Availability - Century College is committed to assisting all members of our community in providing for their own safety and security. The Annual Security Report is available on the Century College Department of Public Safety website at https://www.century.edu/home/public-safety

If you would like to receive a paper copy of the Annual Security Report which contains this information, you can contact the Century College Department of Public Safety on East Campus room E1411 or by calling 651-747-4000.

Link to Century College’s Non-Discrimination Statement - https://www.century.edu/about/non-discrimination-statement

Employment information for this position can be found in its collective bargaining agreement or its plan document at http://mn.gov/mmb/employee-relations/labor-relations/Labor/.

AN EQUAL OPPORTUNITY EMPLOYER

Minnesota State 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.

Reasonable accommodations will be made to all qualified applicants with disabilities. If you are an individual with a disability who needs assistance or cannot access the online job application system, please contact the job information line at 651-259-3637 or email [email protected]. Please indicate what assistance is needed.