Office & Admin Specialist Sr - Admin Assistant to the Dean

Job Description

Bemidji State University (BSU) invites qualified applicants to join our team as an Administrative Assistant to the Dean. The Administrative Assistant provides clerical, administrative, and planning assistance to the Dean; and manages office operations of the Deans' Suite in partnership with other College support personnel and in liaison with Academic Affairs. The person in this position manages office operations following appropriate policies and procedures to support the chairs, directors, faculty, staff, students, and visitors of BSU and assists in the coordination of school programs to reach strategic goals.

Responsibilities of the Administrative Assistant include:

• Providing administrative support for all Schools within the College. Assisting the Dean in keeping faculty and staff informed and involving them in the governance process so that the mission and strategic direction of the university is understood and met. Preparing, entering, and monitoring faculty workload assignments in Faculty Workload Management (FWM), consulting closely with school chairs and Dean. Providing lead direction to other administrative assistants within the School and associated divisions. Maintaining the Dean's calendar. Working closely and as a team with other Deans' Administrative Assistants to provide consistent workflows and processes with all Schools and Deans to support collaboration throughout Academic departments/Affairs. Percentage of Time: 40%
• Assisting in the retention, evaluation, and promotion of University faculty to enable the Deans to meet all collective bargaining deadlines. This would include initiating and monitoring the timely collection of professional development and evaluation plans, faculty progress reports, promotion and tenure documents, sabbatical applications and all other personnel documents. Upkeeping of faculty rosters on rotation and rank. Proofreading all documents and submissions and routing them to the appropriate offices. Percentage of Time: 20%
• Assisting Deans in responding to special interests and concerns of students so that their academic and personal development needs are met; administering the College office so the Deans are accessible, and that students, faculty, staff, and off-campus visitors and callers are well served, and a high-quality university is maintained. Percentage of Time: 10%
• Hiring, training and providing work direction to office student employees to assist faculty and office operations. Cautioning them on and monitoring confidentiality of materials and work assignments, maintaining College office student employees' time sheets and signing and submitting them by due date. Percentage of Time: 10%
• Assisting in the recruitment and selection of College faculty so that vacancies are filled with deliberate speed and high-quality faculty membership is maintained. Supporting and coordinating interview processes with search advisory committees and human resources; providing search advisory committees with appropriate forms and paperwork for candidates; and assisting in organizing itineraries for finalists. Setting up Purchase Orders (PO) in Marketplace to assist with reimbursements, if needed, collecting forms for the Dean, including CV/Resumes, Transcripts and initiating previous employment forms when needed. Percentage of Time: 10%
• Assisting the Dean to assign use of College facilities by the university and community. Performing other duties as assigned. Percentage of Time: 10%

Salary Range:

Depends on Qualifications; current pay range is $22.23 - $30.09 per hour

Minimum Qualifications

• Customer service skills sufficient to provide prompt and accurate information to customers on the phone, in person, in writing, and online and to provide general and specialized office support (this requires common courtesy, tact, interest in positive problem solving, empathy, and the ability to organize ideas logically).
• Proficiency with productivity and task management software such as Microsoft Teams, Microsoft To Do, Microsoft Outlook, Teams, Zoom, Google Meets, various calendars, video conferencing platforms, etc.
• Knowledge and experience with database management and standard computer software programs for word processing, spreadsheets, and databases sufficient to create, modify, protect, and manage them (e.g. Microsoft Word, Excel, PowerPoint and Access).
• Communication skills sufficient to write, prepare and edit reports, correspondence, procedures, presentations and other documents using proper business grammar, spelling and punctuation with excellent attention to detail and accuracy.
• Bookkeeping and math skills sufficient to maintain and monitor multiple budgets and grants, analyze various line items, and notify the Dean of any discrepancies.
• Leadwork experience and ability sufficient to manage an office, plan, organize, administer, and direct the work of other employees.

Preferred Qualification

• Three (3) years of related experience in a professional office setting.
• Knowledge and experience working with collective bargaining agreements.
• Ability to learn and understand several privacy laws and State policies and procedures.
• A demonstrated commitment to the principles of diversity, equity, inclusion, and anti-racism.

To facilitate the review, assessment, and evaluation process, please ensure that your application and/or resume clearly demonstrate fulfillment of the minimum and preferred qualifications of the position. The application materials submitted will be utilized for salary placement purposes.

Other Requirements

• All applicants must be able to lawfully accept employment in the United States at the time of an offer of employment. The University regrets that we are unable to offer H1-B sponsorship at this time.
• Employment for this position is covered by the collective bargaining agreement for the American Federation of State, County & Municipal Employees (AFSCME) bargaining unit, which can be found at: https://mn.gov/mmb/employee-relations/labor-relations/labor/afscme.jsp.
• In accordance with the Minnesota State Colleges and Universities (MinnState) Vehicle Fleet Safety Program, faculty and staff driving on college/university business, who use a rental or state vehicle, shall be required to complete a vehicle Use Agreement form and conform to MinnState's vehicle use criteria and consent to motor vehicle records check annually.
• BSU and NTC are tobacco free workplaces (see policy).

Work Shift (Hours / Days of work)

Unlimited Full-time; Non-exempt; Monday - Friday 8:00 a.m. - 4:30 p.m.

Telework (Yes/No)

No

A complete application will include the following attachments:

• Cover letter, which addresses the required qualifications and your specific interest in working at BSU.
• Resume / Curriculum Vitae.

Inquiries about the position

Marah Jacobson, Provost & VP for Academic Affairs
Phone: (218) 755-3999
Email: marah.jacobson@bemidjistate.edu

If you have general questions about this posting or submitting an application or bid, contact Mary Miller at mary.miller@bemidjistate.edu.