"Deans Assistant - Office & Administrative Specialist Senior"

Position Purpose

The assistant to the dean is responsible for providing ongoing assistance to the dean, including support in the processes of budgeting and hiring, as well as other projects as assigned. The assistant to the dean is responsible for an administrative area supporting complex programs. The tasks are broad in scope. They include working within procedures that can be clearly defined but also responding to issues that may have no immediate solutions. Communication to a wide variety of constituents is necessary. The assistant to the dean must be able to initiate a wide range of activities to ensure that services and program deadlines are met.

Position Responsibilities

Provide administrative support for the dean in order ensure effective and efficient workflow in the division. Ensure accurate creation and maintenance of budget information.

Salary Range

$22.23 - $30.09/hour (DOQ – Salary Placement will be done at time of hire.)

Minimum Qualifications (must have at time of application)

• Communication Skills sufficient to speak, write, and edit materials, including correct spelling, punctuation and grammar, to ensure the accuracy and completeness of oral communication and written materials.
• Word Processing/Database Management/Spreadsheets/Presentations – Advanced knowledge of standard computer software programs to create, modify, and manage word documents, spreadsheets, and basic databases. Ability to use email, word processing, spreadsheets, and electronic database applications to research and prepare reports, letters, memos, and emails (Access, Microsoft Office Suite, and SharePoint).
• Customer Service Skills – On the phone, in person and online to provide effective general and specialized office support. This requires listening, common courtesy, tact, empathy, interest in positive problem solving, the ability to organize ideas logically, and the ability to persuade.
• Accounting/Budgeting/Expense Experience – Ability to perform or learn to perform administrative support work for the work unit’s expense and budget administration.
• Development of administrative and programmatic procedures – Ability to document and improve processes and make recommendations to management for new or revised administrative and program practices and procedures for smooth and efficient office operations.

Preferred Qualifications (desired but not expected to have to enter job)

• Bachelor’s degree preferred.
• Knowledge of ISRS (Integrated Student Registration System).
• Knowledge of MN State policies and procedures.
• A general understanding of curriculum and degree requirements.
• Knowledge of equity issues and experience working with diverse populations.
• Excellent written and verbal communication skills.
• Excellent human relations skills, maintaining confidentiality, and professionalism
• Excellent organizational skills, working well under pressure, prioritizing multiple projects, and meeting deadlines.
• Excellent project management skills, working independently, solving problems, and resolving dilemmas in a timely manner.

Other Requirements

To facilitate proper crediting, please ensure that your resume clearly describes your experience in areas listed and indicates the beginning and ending month and year for each job held. This position requires successful completion of employment references and a driver’s license background check.

Work Shift (Hours / Days of work)

Monday – Friday 8:00am – 4:30pm

Telework (Yes/No)

Yes - *Century currently operates in a hybrid work environment. The hiring manager will provide guidance to the type of work environment at/following the interview process.

Application Procedure

To bid on this position, a current employee of Century College must currently work in an Office Administrative Specialist, Senior position in a different work area or different shift. To bid, please submit a written request (email is sufficient) to Kim Claggett, in Human Resources.
Internal Applicants - Please make sure your applications materials reflect how you appear in Workday.
All current Century College and Minnesota State employees will need to log into Workday to apply for the position via the Jobs Hub.
External Applicants - Please make sure to use your legal name on your application materials. Applicants not currently employed by Minnesota State can access the career site to search and apply for jobs, and to check the status of applications.
Please upload the following documents to your application. Cover letter/letter of interest. Current resume.
You can upload the required application documents under the cover letter/resume section with a maximum total of 5 documents.
If you have more than that then they will need to combine documents to upload. Photographs do not download with the rest of your application documents, so please make sure all your documents are PDF or Word documents.
These documents should be word documents or PDF (no jpeg) and are required for your application to be considered complete so not attaching all the required documentation will not allow you to move forward in the process.
Candidates having issues with job applications (i.e., unable to apply) or needing accommodations can email: careers@minnstate.edu. Inquiries about application status or general questions about the position should be directed to jobs@century.edu
For additional information about the application process, go to our Employment page on our main Century College site, https://www.century.edu/home/employment/, click on Current Employment Opportunities for more information.