All Job Postings will close at 12:01 a.m. CT on the specified Closing Date (if designated).
Working Title:
Office & Admin Specialist Sr - Administrative Assistant to the Associate Vice President for Recruitment and Retention
Institution:
Minnesota State Community and Technical College
Classification Title:
Office & Admin Specialist Sr
Bargaining Unit / Union:
206: AFSCME - Clerical and Office
City:
Fergus Falls
FLSA:
Non Job Exempt
Full Time / Part Time:
Full time
Employment Condition:
Classified - Unlimited
Salary Range:
$21.90 - $31.21
Job Description
To provide senior-level administrative support for the Associate Vice President of Recruitment and Retention (AVP), cabinet members and athletics and to ensure excellence in the student affairs and athletics divisions in providing services to students, faculty, and staff.
The values that guide our work include access and opportunity, equity, inclusion, belonging, cultural competence, culturally responsive pedagogy & service, and community engagement. Our educational environments are culturally relevant, responsive, and innovative to the students we serve. Our students are assets, we affirm their identities and experiences, and provide spaces that are emotionally safe and reflect who students are.
Responsibilities
Customer Service. Daily, live the mission, vision, and values of M State to ensure a positive experience for all students and stakeholders. Service to M State students and stakeholders is a core component of the position and work responsibilities.
Serve as Assistant to the Associate Vice President for Recruitment and Retention (AVP), providing primary support in their leadership role for the development and implementation of academic programs, student services, and community involvement. Arrange, schedule, and revise appointments, conferences, and meetings as well as maintain calendars. Ensure that all necessary arrangements are made for out-of-town travel. Serve as a communication contact with internal and external constituents, answering inquiries in person, via e-mail, or by telephone. Monitor office workflow and determine work priorities while working independently. Attend staff/administrative committee meetings as assigned; create agendas; create and distribute notes of meetings. Solicit data, assemble information, prepare, and edit reports for internal constituents and external agencies as requested. Prepare purchase orders as needed. Pay invoices in a timely manner. Manage budget expenditures, end of academic year close out and purchase orders for the department.
Senior-level Administrative Support for the Athletics Department.
Coordinate coach assignments, maintain agreements and records, and organize evaluations. Coordinate logistics and organize processes.
Manage all expenditures related to Athletics, provide regular and timely budget reports. Set up recurring Purchase Orders for new fiscal years. Pay all invoices related to those purchase orders. Pay all referees, umpires, game workers, and get them the proper setup link if not a vendor in the state system. Submit all authorizations for coaches for all travel. Assist with and/or create expense reports for coaches. Assist coaches and athletic directors one-on-one with Workday processes. Order supplies. Work with the M State Reservation Specialist to set up contracts for OT Coaches - transportation. Assist Athletic Coordinators with other tasks as needed.
Support for campus and college operations. Recognition of broad and varied professional responsibilities, which include but are not limited to support for campus and college operations, such as front desk coverage, registration events, Spartan Welcome Days, Commencement; this is not an exhaustive list. Support the operation of the college and campus Student Services operational area(s) beyond the student affairs office. Serve on campus, college, and community committees as assigned, approved and appropriate that seek to enhance the student experience. Other related duties as assigned by the AVP.
Perform other clerical duties. Provide Cabinet leaders with clerical assistance. Collect data, assemble information, prepare, and edit reports. Proofread materials, memos, and correspondence for syntax, spelling, grammatical, and mathematical accuracy before release and distribution. Assist AVP in the preparation and distribution of formal and confidential documents. Maintain files, reports, records, and other materials in useful order.
Minimum Qualifications
Customer service practices and principles are sufficient to identify each customer's needs and meet quality standards for services that result in customer satisfaction.
Knowledge of word processing sufficient to use software to create, format, edit, print, and save a variety of documents. Ability to use spreadsheet applications, such as Microsoft Excel to enter, compile, store, and retrieve data. Knowledge of databases sufficient to use non-standard or advanced software features as research tools and generate a variety of reports.
Knowledge of standard computer software programs for word processing, spreadsheets, and databases, sufficient to create, modify, and protect files.
Basic accounting principles, practices, and protocols.
Knowledge to fluently communicate, read, understand, and respond to a variety of communications with internal and external stakeholders.
Possession of: Active, valid, and applicable Class D (basic) driver's license and ability to maintain an active, valid, and applicable Class D (basic) driver's license.
Preferred Qualifications
Associate degree or a minimum of five years' experience in the administrative support field.
Strong organizational and planning skills.
Ability to establish and maintain productive and professional working relationships with both internal and external stakeholders.
As this position has access to confidential records, including but not limited to student and employee data, a high level of confidentiality must be maintained.
Knowledge of the mission, vision, and values of M State.
Knowledge of the development and implementation of administrative and programming policies and procedures for smooth and efficient division operations.
Work Shift (Hours / Days of work)
40 hours per week, Monday-Friday, 8 a.m. - 4:30 p.m.
Application Procedure
To apply, submit a letter of interest, resume, three professional references, and any applicable transcripts by 12:01 a.m. on July 22, 2025. Internal applicants will need to apply through the Jobs Hub in Workday.
Salary
$21.90 - $29.65 per hour or $45,727 - $61,909 annually.
About
M State is a regional student-focused institution that is poised for a strong future. It is the sixth-largest outstate college in the Minnesota State system and the largest two-year college in Greater Minnesota, serving more than 10,500 students in credit and non-credit courses each year. M State offers big-college resources and a small-college feel on our four welcoming campuses and in our many online courses and programs. Our faculty and staff are dedicated to the values of integrity, inclusion and innovation, and that dedication is reflected in our programs and in the support we offer to our students.
Minnesota State is an equal opportunity employer/educator committed to the principles of diversity (https://www.minnstate.edu/system/equity/index.html) . 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 encourage applications from women, minorities, persons with disabilities, and individuals with protected veteran status. All applicants must be able to lawfully accept employment in the United States.
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:
08-18-2025
Position End Date:
Open Date:
06-26-2025
Close Date:
07-22-2025
Posting Contact Name:
Jess Blomquist
Posting Contact Email:
jessica.blomquist@minnesota.edu
