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

Working Title:

Office & Administrative Specialist Intermediate

Institution:

Minnesota State University, Moorhead

Classification Title:

Office & Admin Specialist Int

Bargaining Unit / Union:

206: AFSCME - Clerical and Office

City:

Moorhead

FLSA:

Non Job Exempt

Full Time / Part Time:

Full time

Employment Condition:

Classified - Unlimited

Salary Range:

$20.45 - $28.79

Working Title:

Office Administrative Specialist

Classification Title of Vacancy:

Intermediate

Institution:

Minnesota State University Moorhead

City:

Moorhead, MN

Bargaining Unit / Union:

206: American Federation of State, County and Municipal Employees (AFSCME)

Full-time / Part-time:

Full-time

Employment Condition:

Classified - Unlimited

Salary Range:

The wage range for this position is $20.45 - $27.12 per hour.

Job Description:

Under general supervision provides administrative support for the Office of Graduate and Extended Learning to ensure proper operations. This incumbent will serve students, faculty, and staff with a variety of clerical tasks including but not limited to; answering incoming calls and emails, overseeing the reception area, maintaining client relations, ordering supplies, and appointment scheduling. This incumbent would be responsible for mentoring and supervising student workers, monitoring the department budget, processing purchase orders, and filing any applicable documentation.

RESPONSIBILITIES

Responsibility 1: Office Management: Key point of contact with newly admitted students.

• Maintain a shipping flow for swag to new graduate school admits aimed at increasing yield.

• Provide support with graduate student class registration process.

• Maintain student relationships in an effort to retain and attract potential and existing graduate students.

• Communicate with unregistered graduate students each semester via email, phone, and in person, as well as manage unregistered student reports for proper data reporting.

• Document communication efforts aimed at increasing matriculation.

• Support the creation of data reports that communicate the role of Graduate Studies and the Graduate Office to the campus community.

• Function as primary department liaison between Graduate Studies and Information Technology to resolve student's technological questions.

Priority: Essential

Percentage of Time: 35%

Responsibility 2: Provide and ensure quality, timely and efficient reception services in person, by telephone or by email for Graduate Studies clientele. Effectively triage and process student, faculty, and staff requests.

• Create and maintain a welcoming, presentable, and professional front office environment. Greet any visitors, assess needs, respond to basic questions, and determine appropriate referrals. Appropriately direct individuals within the Graduate Studies Office and to other campus departments as needed

• Assist in the design of work procedures, operations, policies, and workflow to be used by all front office staff which includes but is not limited to; construct and communicate coverage schedule including student staff coverage and schedules for days/times when not present, processing and approval of student workers' payroll, and assure that office policies and procedures are uniformly upheld such that services are provided in a continuous and efficient manner

• Provide clerical assistance including meeting minute taking, room scheduling, preparing and distributing meeting materials, data processing, copying, and any other clerical duties as needed for the Dean and Director of Graduate Studies

• Maintain accurate record of all meetings on the University Committee site as well as the maintenance of Microsoft Teams sites

• Provide administrative assistance to the Dean and Director of Graduate and Extended Learning while maintaining positive campus relations

• Assists in developing, implementing, and maintaining office procedures and work systems to resolve existing problems or to respond to new systems or policies

• Make travel arrangements and process reimbursements

• Maintain Dean of Graduate and Extended Learning calendar and advise additional appointments and/or schedule change as well as maintain the Dean's and department files

• Analyze documentation for accuracy before routing to the Dean of Graduate and Extended Learning for signatures

• Establish filing systems and establish procedures to ensure confidentiality of information

• Schedule all Graduate Studies department meetings

• Serve as campus administrator for the Institutional Review Board online portal

• Keep up-to-date directory of changes in personnel for the colleges and departments

Priority: Essential

Percentage of Time: 35%

Responsibility 3: To provide continuous administrative assistance to the Dean and Director of Graduate Studies and oversee basic office operations.

• Answer queries from graduate students and resolve problems encountered regarding graduation requirements

• Assist graduate students with graduation procedures and processes

• Liaises between the Commencement Committee and Graduate Programs to ensure Graduate Studies presence in the ceremonies and supporting documents follow the institutional standards

• Leads logistic graduate student support for commencement ceremony participation, including audit lists of participants communicating it to the appropriate campus office for publication

• Leads logistic graduate office support for commencement and hooding ceremonies

• Manage the electronic repository for graduate thesis and project papers submitted

Priority: Essential

Percentage of Time: 15%

Responsibility 4: Budget Management

• Review and reconcile office budget monthly. Verify spending is on target. Under administrative direction, transfer funds to cover expenses. Maintain total responsibility over student worker funds (regular or work study), postage, telephone/fax, printing, and supply budgets. Order all equipment and non-recurring supplies for Dean's office.

• Maintain and route records for requests for temporary and full graduate faculty status. Contact faculty for missing information. Once statuses have been officially granted, contact IT with lists for website updates.

• Make recommendations for student worker staffing and submit for funding pending supervisor approval. Allocate student clerical hours for each semester. Monitor earnings throughout the year. Under guidance from the Dean or Director of Graduate Studies, transfer funds as needed to cover allotted expenses for student workers.

• Stay informed of current budget and fiscal rules and regulations, and provide documentation requested by the Dean.

• Process and track purchase orders necessary for operations of the Graduate Studies Office.

Priority: Essential

Percentage of Time: 10%

Responsibility 5: Other duties as assigned by Dean and Director of Graduate Studies.

Priority: Essential

Percentage of Time: 5%

Minimum Qualifications:

• Experience utilizing software, such as Microsoft Word, to type and format letters, memos, reports, and minutes of meetings, etc.

• Skilled in using business grammar, spelling, and punctuation to write, develop and edit reports, letters, procedures, presentations, and other documents.

• Customer service skills sufficient to provide prompt, courteous, and accurate information to customers in person, on the phone, and through e-mail and other written correspondence.

• A knowledge of math sufficient to add, subtract, multiply and divide whole numbers, fractions, decimals; calculate percentages; and use simple formulas.

• Knowledge of current data entry procedures sufficient to accurately enter, file, and store data.

• Knowledge of bookkeeping procedures sufficient to maintain accurate budget records and reports.

• Must be knowledgeable about the operation of general office equipment.

• This individual must be flexible and possess the ability to pursue many projects at the same time-changing priorities as required to get the most critical tasks completed first.

• Strong human relations and interpersonal skills to function effectively in a team environment.

Preferred Qualifications:

• 1 Year of experience training, directing, and prioritizing others' work.

• Understanding of FERPA and the Minnesota Data Privacy Act.

Work Shift (Hours / Days of work):

8:00 am - 4:30 pm / Monday - Friday

Telework (Yes/No):

No

About:

MSU Moorhead is an inclusive university that pushes you to forge your own path. We embrace diversity of ideas and people with our core values of grit, humility and heart. Professors and peers will inspire you to blaze your own trail, supporting you every step of the way.

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:

04-04-2025

Position End Date:

Open Date:

02-28-2025

Close Date:

03-17-2025

Posting Contact Name:

Sara Beth Lien

Posting Contact Email:

mw9695me@minnstate.edu