Division Assistant / Office & Administrative Specialist Intermediate

Position Purpose

This position exists to provide support in the form of administrative assistance to the faculty and staff within the assigned division. This position serves as the primary point of contact for the division faculty and staff by answering general questions, answering division phone calls and division emails; coordinating division-sponsored events; and acts as the primary point of contact for new adjuncts/part-time faculty members. The position provides administrative assistance support to all assigned division faculty and staff assisting with purchasing; maintaining division equipment, supplies, and resources; facilitating make-up test and exam; and managing student records for the division departments/programs.

Position Responsibilities

• Serves as primary point of contact for division and provide administrative assistant support.
• Provides administrative support for purchasing for the division departments/programs and faculty.
• Maintains division equipment, supplies, and resources.
• Facilitates and proctors' make-up test and exam.
• Manage student, academic records, and program page updates for division/department programs.

Salary Range

$20.76 - $27.53/hour
(DOQ - Salary Placement will be done at time of hire.)

Minimum Qualifications

• 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 and to update web pages (with training). 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.

Preferred Qualification

• Experience using MNState ISRS - Integrated Statewide Records System sufficient to look up financial reports, student records, make queries and answer questions.
• Ability to work with a wide variety of computer software applications producing teaching materials for faculty. This includes, but it not limited to Microsoft Office Suite.
• Ability to work with a variety of social media and scheduling applications or learn them as needed (e.g., Facebook, Doodle, Instagram, etc.)
• Ability to maintain the confidentiality of private information according to law, roles, policies, and procedures.
• Ability to manage large workloads through prioritization of tasks and efficiency.
• Ability to respond to staff/faculty and meet their administrative requests in a timely manner.
• Ability to function independently within the parameters of meeting the administrative and reception needs of the department.
• Demonstrated commitment to equity, diversity, and inclusion and ability to work with and support diverse populations, including students and colleagues.

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, an employee of Century College must currently work in an Office & Administrative Specialist, Intermediate 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 application materials reflect how your name appears 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. The Jobs Hub can be found under the Menu, in the upper left-hand corner of Workday, under the Apps, and then Jobs Hub. Employees may also search for "Browse Jobs - Employees" in Workday via the search bar at the top to view open positions.
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. Those applying for a position will be prompted to create a profile in Workday.
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.

About

Century College is a 2-year community and technical college in White Bear Lake, Minnesota. As one of the largest two-year colleges in Minnesota, we serve nearly 18,000 credit and non-credit students every year.
We offer degrees, diplomas, certificates, and courses in general education and transfer, business, human services, health sciences, technology, engineering, applied design, industrial, and non-credit workforce training.
With various student support and student life opportunities, including athletics, student clubs and organizations, campus theatre, Multicultural Center, LGBTQ Center, Veterans Center, and much more, Century College provides a welcoming and vibrant campus community.
As a "community" college, we care about our locality. We are engaged, connected, and a resource within our local communities, including K-12 and workforce/industry partners.
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To learn more about Century College or Minnesota State, visit https://www.century.edu/ or www.minnstate.edu
For questions, please contact Century College Human Resources at jobs@century.edu