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Working Title:
Office & Admin Special Senior Admin Assistant
Institution:
Northwest Technical College
Classification Title:
Office & Admin Specialist Sr
Bargaining Unit / Union:
206: AFSCME - Clerical and Office
City:
Bemidji
FLSA:
Non Job Exempt
Full Time / Part Time:
Full time
Employment Condition:
Classified - Unlimited
Salary Range:
$22.23 - $31.68
Job Description
Northwest Technical College (NTC) invites applicants to join our team as an Administrative Assistant. The Administrative Assistant provides highly confidential administrative support and oversees the daily operations of the Administration Office. This position plays a critical role in ensuring the smooth functioning of academic processes, serving as a trusted resource for administrators, faculty, staff, students, and external constituents. The incumbent exercises a high level of judgement and discretion and employs considerable experience and institutional knowledge in the execution of the required duties.
Responsibilities of the Administrative Assistant include:
Directing and managing the Office of the Executive Vice President and Senior Academic Officer (EVP SAO) and provide daily administrative assistance to the EVP SAO and the Dean s . ( Percentage of time: 40%)
Preparing, reviewing, and selectively distributing sensitive correspondence, reports, and materials for the EVP SAO and Deans.
Serving as the primary point of contact between the EVP SAO/Deans and internal and external stakeholders, ensuring timely and accurate communication.
Assisting the EVP SAO and Deans in compiling documentation for MSCF union grievances and reviewing faculty assignments each semester for compliance with the MSCF contract and EVP SAO expectations.
Preparing contracts for off-campus vendors engaged in special projects.
Facilitating communications between the EVP SAO, the President, and other departments to ensure alignment of academic operations.
Screening and responding to daily inquiries directed to the EVP SAO/Deans, providing front-line support and resolution.
Providing work directions for work study staff assigned to the administrative offices and maintaining efficient office operations.
Compiling, safeguarding, and distributing confidential materials as required.
Supporting the Academic and overall function of the campus. (Percentage of time: 35%)
Courteously engaging with faculty and staff, maintaining confidentiality and demonstrating professionalism in all communications.
Playing an active role in fostering positive relationships and supporting a culture of teamwork across the campus.
Serving as a reliable source of information for faculty, staff, students, and constituents regarding academic operations.
Arranging appointments and meetings on and off campus for the EVP SAO and Deans, ensuring accessibility and efficiency.
Assisting the EVP SAO and Deans in maintaining an open-door policy and facilitating constituent access.
Compiling agendas and recording minutes during MSCF bargaining unit meetings, ensuring accurate documentation and timely distribution.
Creating and maintaining course sections each academic term based on schedules submitted by Division Chairs and Deans, ensuring accuracy and compliance with institutional guidelines and timelines.
Demonstrating initiative in addressing emerging needs and performing other related duties as assigned to support academic and campus functions.
Information preparation and external liaison . ( Percentage of time: 15%)
The Administrative Assistant supports administrators by conducting research, preparing confidential information, and serving as a liaison with internal and external partners. This responsibility ensures that administrators have accurate data, reliable documentation, and strong institutional connections to carry out their duties effectively.
Gathering and preparing information related to surveys, system inquiries, and other institutional matters.
Compiling, safeguarding, and presenting sensitive information for administrative use.
Serving as the NTC representative in alignment matters with Bemidji State University (BSU) and maintaining collaborative relationships with other external partners.
Performing other related duties as assigned. ( Percentage of time: 10%)
Arranging and supporting special visits and meetings at the College, ensuring professional preparation and execution.
Performing other related duties as assigned to meet emerging needs and maintain institutional effectiveness.
Salary Range:
Depends on Qualifications; current pay range is $22.23 - $30.09 per hour.
Minimum Qualifications
Proficiency with productivity and task management software such as Microsoft Teams, Microsoft To Do, Microsoft Outlook, Teams, Zoom, etc.
Knowledge and experience with database management and standard computer software programs for word processing, spreadsheets, and databases sufficient to create, modify, protect, and manage them (e.g. Microsoft Office Suite including Word, Excel, PowerPoint and Access).
Ability to organize and prioritize one's work efficiently and effectively.
Communication skills are sufficient to write, prepare and edit reports, correspondence, procedures, presentations and other documents using proper business grammar, spelling and punctuation with excellent attention to detail and accuracy.
Customer service skills sufficient to effectively communicate on the phone, in person, and online, to provide effective general and specialized office support (this requires common courtesy, tact, interest in positive problem solving, empathy, and the ability to organize ideas logically).
Ability to engage respectfully and professionally with colleagues and customers when addressing complex issues, resolving escalated complaints, and managing sensitive disputes.
Preferred Qualification
Administrative experience working as an executive assistant, senior administrative assistant, office manager, or in direct support of senior administration or executive leadership.
Previous experience in higher education, within the Minnesota State system, or in a complex organizational environment.
Effective critical thinking and analytical skills to support and assist the senior leadership team in strategic decision-making.
Associate's degree in Business Administration, Communications, or a related field.
A demonstrated commitment to the principles of diversity, equity, inclusion, and anti-racism.
To facilitate the review, assessment, and evaluation process, please ensure that your application and/or resume clearly demonstrate fulfillment of these required and preferred qualifications.
Other Requirements
PHYSICAL FACTORS:
Constant: Maintaining a stationary position for long periods of time.
Frequent: Communicating effectively with others and understanding information; and observing, perceiving, determining and assessing safety hazards.
Occasional: Positioning oneself to move through building(s) to monitor employees, attending meetings, or moving and/or transporting objects or items to another location.
Other considerations:
All applicants must be able to lawfully accept employment in the United States at the time of an offer of employment. The College regrets that we are unable to offer H1-B sponsorship at this time.
Employment for this position is covered by the collective bargaining agreement for the American Federation of State, County & Municipal Employees (AFSCME) bargaining unit, which can be found at: https://mn.gov/mmb/employee-relations/labor-relations/labor/afscme.jsp .
In accordance with the Minnesota State Colleges and Universities (MinnState) Vehicle Fleet Safety Program, faculty and staff driving on college/university business, who use a rental or state vehicle, shall be required to complete a vehicle Use Agreement form and conform to MinnState's vehicle use criteria and consent to motor vehicle records check annually.
NTC is a tobacco free workplace (see policy) (https://www.ntcmn.edu/about/wp-content/uploads/sites/7/2021/11/policies-1040-1-01-Tobacco-free-Environment.pdf) .
Work Shift (Hours / Days of work)
Unlimited; Non-exempt, Full-time; Monday - Friday, 8:00 - 4:30 p.m.
Telework (Yes/No)
No
Inquiries about the position :
Ketmani Kouanchao, Executive Vice President and Senior Academic Officer
Phone: (218) 333-6611
Email: ketmani.kouanchao@nttcm.edu
If you have general questions about this posting or submitting an application, contact Mary Miller at mary.miller@bemidjistate.edu .
About
COLLEGE / COMMUNITY
WHY BEMIDJI:
It's more than a job. It's an opportunity for the extraordinary.
On the idyllic shores of Lake Bemidji, cradled among the limitless natural beauty of the North Woods and neighbored by Minnesota's three largest Indigenous nations, Bemidji State University and Northwest Technical College offer opportunities for the extraordinary.
Northwest Technical College, one of only three pure technical colleges remaining in Minnesota, helps around 1,000 students align their education with their employment goals. NTC offers more than three dozen certificates, diplomas, and degrees in five career paths. For more than 50 years, NTC has prepared students for fulfilling careers in well-paying, in-demand fields. NTC's accessible, affordable, hands-on programs also help employers meet their ever-growing need for a highly skilled workforce. With an open-enrollment policy and affordable tuition, NTC meets students where they are with a convenient mix of on-campus, online, and hybrid courses.
NTC is a member of the Minnesota State system of colleges and universities, the third-largest system of higher education institutions in the United States. It shares a unique alignment with Bemidji State University, with administration and student services generally having dual responsibilities to serve both campuses. Through this alignment, NTC students can take advantage of services, support, activities, and opportunities at BSU that expand and enhance their college experience - such as full access to BSU's library and the ability to live in BSU's on-campus resident housing.
For the first time, a joint strategic planning process will guide the future directions for both institutions. The schools are pursuing four shared strategic priorities: student success, the Nisidotaading initiative, northern distinction, and telling our story. These priorities will serve as the foundations for master planning processes for facilities, academic programs, fundraising, information technology, intercollegiate athletics, and diversity, equity, and inclusion, among others.
At Minnesota State, the work we do is more than just a job. In their pursuit of purpose, connection, and growth, our employees play a critical role on our campuses. They develop policies, provide essential services, and work to improve the well-being and quality of life for our students and for all Minnesotans. Minnesota State is committed to equity and inclusion, and we invest in our employees by providing benefits, support resources, and training and development opportunities. Unlock your potential through possibility.
The City of Bemidji
Bemidji State University and Northwest Technical College lie amid the lakes and forests of northern Minnesota. Bemidji State occupies a wooded campus along the western shore of Lake Bemidji while Northwest Technical College lies just three miles east, near Bemidji's robust industrial district.?
The city sits between Minnesota's three largest American Indian tribal nations: the Leech Lake Band of Ojibwe, the Red Lake Nation and the White Earth Nation. When settling the Bemidji area in 1750, the Ojibwe people named the lake Bemidjigamaag, which means "a lake with crossing waters" as the Mississippi River flows in from the south and exits on the east. Today, a city proper with a population of around 15,000 serves as a regional economic and cultural hub for about 100,000 Minnesotans.
Located just minutes away from a thriving downtown Bemidji, both the BSU and NTC campus communities have convenient access to affordable restaurants, fine-dining experiences, cozy coffee shops, grocery stores - including a natural foods co-op - city parks, and nearly unlimited outdoor recreational opportunities. Small, locally-owned shops and art sculptures line Bemidji's downtown streets, while national chains are also found in and around the area.?The historic Paul Bunyan Playhouse has a calendar of classic shows, restaurants offer weekly live music performances, the First Friday Art Walk provides a tour of new monthly art exhibits, and annual festivals bring the community together throughout the year.?
Additionally, the North Woods setting means students, staff, and faculty have a variety of activities available at their fingertips year-round. With more than 400 lakes - and a 240-acre research forest owned by BSU - within 25 miles of the city, there is easy access to kayaking, canoeing, swimming, boating, paddle boarding, hunting, hiking, biking, foraging, fishing, and more. An expansive network of?multi-use trail systems is available for running, cross-country skiing, single-track or fat-tire biking, and skijoring. Further, downhill skiing, snowboarding, and tubing lie just north of Bemidji at the Buena Vista Ski Area.
Bemidji is also near two of Minnesota's 66 state parks:?Lake Bemidji State Park, which sits along Lake Bemidji's northern shore, and Itasca State Park, home to the majestic Mississippi River Headwaters. Both parks are popular recreational and camping destinations where locals and tourists gather for sailing, swimming, and fishing during the summer months, and?skating, hockey, curling, and-yes-more fishing in the winter.?
Of course, no tour of Bemidji is complete without a visit to - and a selfie with - its two most famous residents: the iconic statues of Paul Bunyan and his trusty companion, Babe the Blue Ox. The famed duo, which has greeted visitors to Bemidji since 1937, is on the National Register of Historic Places and was once ranked by Kodak as the second most-photographed statue in America.
For further information, visit our website at: https://www.ntcmn.edu
Review a "special report on how this former lumber town has rebuilt itself as a high-speed, regional center of enterprise" at Bemidji 2.0 (http://tcbmag.com/news/articles/2017/february/bemidji-2-0)
Other Resources:
Visit Bemidji - https://www.visitbemidji.com/
218 Relocate / Greater Bemidji - https://www.218relocate.com/
Bemidji Area Chamber of Commerce - https://www.bemidji.org/
Explore Minnesota - https://www.exploreminnesota.com/article/top-things-to-do-bemidji
Statement of Notice
Northwest Technical College prohibits discrimination and sexual violence of any kind. Contact the Title IX Coordinator if you have concerns regarding discrimination and/or sexual violence. Per Minnesota State System Procedure 1B.3.1 , all universities and colleges must provide contact information of their Title IX Coordinator.
Megan Zothman, Campus Human Resources Officer & Title IX Coordinator
Email: TitleIX@bemidjistate.edu or Megan.Zothman@BemidjiState.edu
Phone: (218) 755-2502
1500 Birchmont Drive NE, Deputy Hall, Room 335, Bemidji, MN 56601
Northwest Technical College is an Affirmative Action Equal Opportunity Employer and Educator. This document is available in alternative formats to individuals with disabilities. Consumers with hearing or speech disabilities may contact us via their preferred Telecommunications Relay Service.
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:
02-23-2026
Position End Date:
Open Date:
11-26-2025
Close Date:
01-07-2026
Posting Contact Name:
Mary Miller
Posting Contact Email:
mary.miller@bemidjistate.edu
