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Working Title:
Office Manager/Events Coordinator (Office & Admin Specialist Int)
Institution:
Winona State University
Classification Title:
Office & Admin Specialist Int
Bargaining Unit / Union:
206: AFSCME - Clerical and Office
City:
Winona
FLSA:
Non Job Exempt
Full Time / Part Time:
Full time
Employment Condition:
Classified - Temporary (Fixed Term)
Salary Range:
$20.76 - $29.22
Job Description
Manage employer registrations and support on-campus career fairs, including but not limited to Inside the Internship, College of Liberal Arts Career & Internship Fair, College of Science & Engineering Career & Internship Fair, and College of Business Career and Internship Fair.
Work closely with campus departments to meet fair objectives and mission; as well as identify new and existing employers
Incorporate a strong employer recognition component for each event that rewards and promotes sustained participation in events
Represent Career Services professionally when communicating with employers, speakers, consultants and student participants; nurture relationships to ensure repeat business
Perform functions including database management and financial reporting.
Determine eligibility of employers and WSU students requesting participation through interpretation of registration criteria and department policies; make exceptions as deemed appropriate
Process employer registrations and disperse funds to appropriate cost centers; manage database including mailings and updates to the database; oversee the process for support materials, entrance badges, confirming registration, sending invoices, tracking and managing registration fees.
Direct employer inquiries and approve job/internship postings from on and off campus employers.
Respond to and direct employer inquires (via email/phone/in-person) regarding career fairs, job postings, and other employer engagement opportunities
Examine and approve employment/internship opportunities suitable for students, graduates, and alumni of Winona State University
Oversee the posting of on-campus Student Help, Work study, and Graduate Assistantships into Handshake
Verify all data prior to posting to ensure accuracy, meeting recruiting deadlines
Direct employers to space rental options with the Student Union and college connections
Other duties as assigned
Oversight and maintenance of online recruiting system, Handshake.
Serve as the primary contact for troubleshooting access issues and communicating electronically regarding effective use of the system via regular updates, new features, and updating profiles.
Manage database, authorizing appropriate sign-on and access rights, password updates, etc. for all users including staff, employers, current students and alumni
Update database with current list choices/labels and customize fields/module visibility
Update employer and student/alumni records, maintaining confidentiality of information
Create queries and generate reports on usage weekly, monthly, and annually
Monitor, resolve, and troubleshoot Handshake functional issues; research, recommend and communicate solutions with vendor; serve as primary contact with vendor
Serve as the 'Help Desk' for questions related to Handshake
Author internal and external procedures, terms and conditions of usage to comply with FERPA and Minnesota Data Privacy Act, and processes in support of Handshake operations related to employer postings and student/alumni user program operations
Other duties as assigned
Office Manager
Manage and oversee the day-to-day Career Services front office operations. Create an environment that is professional, helpful and friendly giving clientele assistance and leaving them with a positive impression of their visit/contact.
Develop administrative and programmatic procedures to expedite workflow.
Assist the Department in creating awareness of Career Services operations and objectives; possess an overall knowledge of other departments and resources on campus.
Manage daily administrative operations, using innovative thinking to resolve problems; make exceptions as deemed appropriate, taking into consideration all potential ramifications of the decision
Track expenditures for office supplies, printing, books, subscriptions, memberships, copying charges and postage to ensure remaining within budget
Handle all departmental purchasing.
Process departmental purchases through Workday and Marketplace.
May be asked to participate on committees or task forces
Perform miscellaneous duties as assigned by Director
Monitor compliance with university policies, procedures, regulations and appropriate laws. Stay abreast of WSU business office practices to be sure Career Services is compliant with procedures and that the most current forms are being used
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 when working with budgets.
Typing Keyboarding(40WPM) - Sufficient to draft correspondence for the Director and department.
Data Entry Performance - Sufficient to enter information into Handshake and other databases utilized.
English (Speaking, Writing and Reading) - sufficient to communicate with students and customers of departments served via email and in person
Word Processing - sufficient to draft correspondence
Spreadsheets - sufficient to enter budget information and student information into databases and manipulate the data in functions such as Sort & Filter, SUM, AVERAGE and COUNT.
Bookkeeping - sufficient to monitor the department budgets and make recommendations on discrepancies.
Customer Service Skills - sufficient to serve as a receptionist.
Lead Work Skills-Sufficient to help organize and coordinate people involved with employee events.
Preferred Qualification
Ability to manage and organize information, people, and schedules toward achieving goals for program area
Strong interpersonal and communication skills and the ability to work effectively with other individuals that contribute to Career Services sponsored events
Experience working in a fast-paced environment with high work volume
Logistical and detail oriented
Demonstrated knowledge of a variety of software programs such as Microsoft Office Outlook, Word Excel, Access, Power Point, Publisher, Adobe or other software programs
Ability to manage multiple priorities
Must be resourceful and able to take initiative in a changing workplace environment
Demonstrated ability to develop and implement creative concepts that enhance events
Understand WSU accounting procedures and skills involving procurement and travel
Development of administrative and programmatic procedures to effectively manage front office and special events
Knowledge & experience working with Handshake
Knowledge & experience generating data reports
Other Requirements
The successful candidate must be able to lawfully accept employment in the United States by the day employment begins. The University regrets that we are unable to offer H1-B sponsorship at this time
A complete online application will include the following:
A cover letter that addresses the qualifications listed previously
Current Curriculum Vitae / Resume
Work Shift (Hours / Days of work) Monday-Friday; 8:00am-4:30pm
Posting Information:
Application Deadline: June 4, 2026
Appointment Date: As Soon As Possible
Primary Location: Winona, MN
Type of Appointment: Temporary (not to exceed 1 year)
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. WSU's Rochester campus is located in Minnesota's 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 University's 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 winona.edu.
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 https://www.minnstate.edu/system/working/relations.html
Notice: 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 State's 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 school's 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 https://www.winona.edu/about/safety-security/ . You may also request a paper copy from University Security by emailing security@winona.edu .
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:
06-17-2026
Position End Date:
06-30-2027
Open Date:
05-21-2026
Close Date:
05-21-2026
Posting Contact Name:
Robin M Delong
Posting Contact Email:
rdelong@winona.edu
