Administrative Specialist- East Grand Forks Campus

Job Description

This position provides comprehensive customer service and administrative support at the East Grand Forks campus. Reporting directly to the Dean of Liberal Arts & Pathways, the role provides a broad range of complex administrative and project support services that impact the college as a whole.

This position supports East Grand Forks faculty, staff, and administration by managing tasks related to purchasing, travel arrangements, expense reimbursements and student travel, ensuring efficient and accurate administrative operations.

• Provides Northland employees with information, assistance, and services. Issues are often complicated, varied and at times controversial. Final answers and resolutions of problems frequently require research, discussions with the Dean of Liberal Arts & Pathways, and applying judgment when solutions are not immediately available within established procedures and guidelines.
• Develops, implements, and maintains forms and work systems to resolve existing problems related to purchasing, travel, expense reimbursements and student travel.
• 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.

Minimum Qualifications

Knowledge:

• Knowledge of English (reading, writing, and speaking) sufficient to perform the job duties described in the position description in order to effectively communicate with both internal and external clientele on the phone and in person.
• Knowledge of current data entry procedures and the ability to input data quickly and accurately.
• Knowledge of mathematics sufficient to maintain complete and accurate financial records and reconcile accounts.
• Knowledge of mathematics sufficient to add, subtract, multiply, and divide whole numbers, fractions, decimals; calculate percentages; and use simple formulas.
• Knowledge of equity issues and experience working with diverse populations.

Skills:

• Human relations skills to identify customer needs, meet quality standards for services, and perform the duties described above with courtesy, respect, and a positive problem-solving manner to both internal and external clientele.
• Skilled in database management systems sufficient to enter and retrieve data for reports, query reports and perform searches for management reporting.
• Skill in general bookkeeping/budgeting/expense account sufficient to monitor, balance and identify discrepancies.
• Skill in using Microsoft Office Suite tools.
• Skill in using technology to increase office efficiency and effectiveness.
• Skills in conflict resolution and problem solving
• Typing, keyboarding sufficient to perform the daily tasks of the position with speed and accuracy.
• Excellent organizational skills, working well under pressure, prioritizing multiple projects, and meeting deadlines.

Abilities:

• Ability to explain policy and procedure for a wide range of procedural questions to internal and external constituents in a clear, concise manner.
• Ability to maintain confidentiality and handle sensitive matters with the utmost discretion.
• Ability to work independently, solve problems, and resolve dilemmas in a timely manner.
• Requires occasionally lifting such as file boxes or heavier materials with assistance from others and/or lifting and carrying light objects frequently. Even though the weights being lifted may only be a negligible amount, a job in this category may require walking or standing to a significant degree or may involve sitting most of the time with a degree of pushing and pulling of arm and/or leg controls.

Preferred Qualification

• Experience in utilizing ISRS (Integrated Student Registration System)
• Experience in utilizing Work Day.
• Knowledge of Minnesota State Colleges and Universities (Minnesota State) system and system policies and procedures.
• Associate of Arts/Science degree or certificate program in office and administrative technology or three years of administrative assistant or office manager experience.

Other Requirements

** Must submit resume.**

Applicants that do not submit the required application materials will not be considered.

In accordance with the Minnesota State's Vehicle Fleet Safety Program, employees driving on college/university business who use a rental or state vehicle shall be required to conform to MinnState's vehicle use criteria and consent to a Motor Vehicle Records check.

NOTICE: The college regrets that it is unable to offer H-1B sponsorship. The successful candidate under U.S. Citizenship and Immigration Services regulations must be able to accept work in the U.S. by the day employment begins.

Work Shift (Hours / Days of work)

Days/M-F

Telework (Yes/No)

No