"Administrative Assistant for Graduate Studies and Research - Office & Admin Specialist Sr (AA26148)"

Job Description

The Temporary Administrative Assistant, under limited supervision, provides high-level administrative support and engages independently to perform specific tasks supporting the complex work of the Associate Provost for Research and Dean of Graduate Studies. In addition, this position will assist in organizing record-keeping for the division, build onboarding and training materials for the future administrative assistant, and where necessary supports other staff with the overall and varied work of the College of Graduate Studies and Research.

Minimum Qualifications

• Development of administrative and programmatic procedures: Ability to analyze and make recommendations to management for new or revised administrative and program practices and procedures for smooth and efficient office operation.
• Customer Service: Skill in customer service sufficient to provide prompt, courteous, and accurate information to customers in person, on the phone, and through e-mail and other written correspondence.
• Computer: Ability to work in and navigate Workday, use MS Word, Access and Excel, and other software applications to prepare, create, format, edit, print, save and/or attach a variety of documents, including emails, memos, reports, letters, presentations, spreadsheets, tables, charts, graphs, in an efficient and timely manner.
• Communication: Ability to write and edit copy for expression, organization, strategic intent, grammar, style, word usage, and sentence structure for a wide range of writing assignments including presentations, speeches, press releases, talking points, articles, op-ed pieces, etc.
• Bookkeeping: Knowledge of bookkeeping practices and procedures sufficient to analyze financial transactions and assign them to specific accounts, write original journal entries that credit and debit appropriate accounts, post entries to ledger accounts, and adjust entries at the end of each accounting period.
• Ability to understand written and spoken communication sufficiently to maintain complex records, files, notes, and logs and clearly explain, discuss, communicate, and present complex ideas, regulations, policies, and procedures to students, parents, staff, and senior managers.
• Skill in using word processing, spreadsheets, presentations, graphic design, and other software applications to prepare reports, invoices, financial statements, letters, charts, graphs, invitations, and other items as needed.
• Leadwork: Skill in leading groups to set work priorities, arrange staff coverage to meet workload needs, initiate new work assignments, and resolve work-related issues.

Preferred Qualification

• Demonstrated commitment to fostering a diverse working and learning environment.
• Working knowledge of Minnesota State and MSU organizational leadership and structure; policies, procedures, and practices; and current strategic directions and priority goals and initiatives. Awareness of key stakeholders and constituencies for the College, University, Division of Academic Affairs, and Office of the Provost.
• Organizational skills: Organizational skills sufficient to manage multiple projects and stay focused through frequent interruptions while still delivering results and meeting deadlines.
• Ability to embrace changes in technology, campus resources and personnel, and the adjustment of office priorities and responsibilities and integrate changes into current procedures and operations.
• Demonstrated ability to exercise initiative, flexibility, and effectiveness in solving problems, while working within the boundaries of program and university guidelines.

Other Requirements

Work safely at all times, which includes but is not limited to, participating and completing all required safety trainings, as well as performing all job tasks in accordance with Minnesota State University, Mankato policies and procedures utilizing appropriate tools, equipment and personal protective equipment.

The Minnesota State University, Mankato 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: http://www.mnsu.edu/safety/.You may also request a paper copy from University Security at 507-389-2111, or by emailing security@mnsu.edu.

Work Shift (Hours / Days of work)

Monday - Friday, 7:30 AM - 4:00 PM

Telework (Yes/No)

Yes - Up to 20% of the time. Based on the essential functions of this positions, MMB Policy #1422, and University policies relating to flexible work, this position is eligible for the following work modes :Case by Case/Situational Telework: A position that may include a temporary reassignment or work outside the permanent/principal work location to meet short-term needs.