Workforce Education Support Specialist

Job Description

This position exists to provide the Workforce Education (WE) department with advanced administrative expertise to support departmental goals and interactions with Minnesota State College Southeast (Southeast) and WE stakeholders. Responsibilities include planning, organizing, coordinating, and executing internal and external operational processes essential for success. These tasks are complex due to their broad scope, numerous procedures, regulations, and technical requirements. The role delivers high-level confidential and executive administrative support to WE Training Representatives, the Directors, and Vice President. Key responsibilities include managing contracts for internal and external activities within the WE office; providing technical and administrative assistance to the WE training representatives, the Directors, and Vice President for daily operations; and supporting adjunct personnel with administrative needs. This position will be primarily based at the Red Wing campus, with the expectation of traveling to the Winona campus 1-2 days per week as needed. A college vehicle is available for inter-campus travel with advance reservation.

Provide support for daily functions of Workforce Education Department through set-up and processing of courses using information/ data management systems.

• Create, manage, and track course offerings in State reporting software rSchoolToday (rST), 3rd party enrollment sites, D2L, and Salesforce.
• Administer D2L for WE offerings including troubleshooting login issues, verifying enrollments, and creating courses in D2L.
• Assist with course logistics including room reservations, technology requests, student materials, instructor packets, and catering.
• Monitor class enrollments and recommend class cancellations.
• Manage correspondence with registered students including registration confirmation, cancellation, reminder, refund, and completion notifications.
• Create and populate contracts utilizing Workday, Salesforce, and information provided by CTR.
• Confirm receipt of signed contracts prior to training commencing and upload finalized signed contracts to Salesforce.
• Process requisitions, invoices, and purchase orders for the department.
• Collect and input student enrollment into State information systems (rST) including registration, course completion records, and evaluations.
• Assist with room rentals by updating EMS (college room reservation software), coordinating room setup, and acting as day of contact for clients.
• Pull reports and compile information for internal, external and state reporting purposes.

Provide Customer Service and Marketing for all Workforce Education clients, students, prospects and Community Partners

• Respond to incoming calls and emails to WE, research solutions often consulting with the CTRs or other administrative areas of the college.
• Maintain a working knowledge of WE course offerings, programs, and software with the ability to research customer questions to increase business and provide excellent customer service.
• Compose, format, edit and prepare a variety of correspondence, timelines, reports and forms. Verify accuracy of spelling, grammar, punctuation and style.
• Assist with the marketing of classes and events by creating brochures and flyers, sending out communication via email or social media and phone calls to potential students/clients.
• Develop and maintain extensive knowledge of and incorporate Minnesota State, Southeast, and WE policies, processes and procedures and guidelines. Adopting changes as specified.
• Monitor and maintain WE department supplies and equipment.
• Develop and maintain a comprehensive, orderly electronic filing system for the office including but not limited to internal processes and procedures.
• Maintain working knowledge of software currently used by the office.
• Manage confidential information while registering students including but not limited to birth date and social security number.

Set up and facilitate third party Nursing Assistant testing assessments

• Collaborate and communicate with CTR to schedule any Nursing Assistant testing assessments.
• Schedule and update classes as necessary in rST.
• Input and update room schedules for testing, using EMS, entering information into rST when needed, and communicating room reservations to respective faculty.
• Register students in rST and answer student questions via email, phone or in person.
• Schedule test candidates in TMU online test vendor platform for the skills and knowledge test.
• Create schedules for weekly test events to track students for in-person hands-on skills testing and knowledge tests.
• Advise students on how to resolve data issues within the TMU platform.
• Monitor class enrollments and recommend class cancelations
• Manage correspondence with registered students including registration, cancellation, reminder, refund and completion notifications
• Determine refund eligibility for students following current WE policies and protocol and administer refunds if applicable.

Serve as an administrator in rST

• Review updates and inform WE staff of necessary changes in rST
• Collect and recommend best practices to WE staff
• Update rST site information and keep classes up-to-date
• Prepare and process financial transactions in rST
• Administer accounts receivable and accounts payable for WE department rST, invoicing clients, receiving payment on accounts and maintaining follow-up and collect on overdue accounts.
• Provide income/receivable reports to CTR's on a monthly basis or as requested
• Maintain a working knowledge of Minnesota State, Southeast, and WE fiscal policies and procedures.
• Serves as a Nursing Assistant test proctor
• Troubleshoot technical and procedural issues within rST and student registration processes, ensuring accurate data entry, system functionality, and a smooth user experience for both staff and learners.

Salary Range

$22.23-$30.09

Minimum Qualifications

• Computer Skills: Knowledge of and ability to use word processing, spreadsheets, database software like Microsoft Office Suite including Word, Excel, Access, Outlook and data reporting tools like Power BI. Knowledge of databases. Ability to accurately and efficiently enter data into a database to ensure data integrity and privacy
• Math: Knowledge of math sufficient to add, subtract, multiply and divide whole numbers, fractions, and decimals to provide accurate financial data as requested.
• Communication: Ability to communicate in the following ways: answer phones, communicate effectively with internal and external customers, prepare written responses to routine inquiries, and follow detailed instructions. Skill in using grammar, spelling and punctuation to prepare reports, write emails and memos. Ability to communicate with others, understand information, and write materials.
• Customer Service Skills: Knowledge of customer service practices and principles sufficient to identify each customer's needs, meet quality standards for services, and evaluate customer satisfaction. Ability to use exceptional communication skills on the phone, in person, and online to promptly respond to customer inquiries, provide positive problem solving, and manage customer complaints tactfully and thoroughly.
• Multi-Tasking: Ability to prioritize, track multiple details and work under pressure within timelines

Preferred Qualification

• Advanced skills in using Word, Excel, Salesforce, and data reporting tools such as Power BI, to create reports, sort, format, filter data and export information between Microsoft products.
• Ability to quickly learn new software, such as ISRS, Salesforce, Workday, Event Management Scheduling (EMS), rSchoolToday, and other selected software as position responsibilities expand.
• Two years of customer service experience
• Marketing experience including development and distribution of materials via mail, online, and social media outlets.
• Experience creating, editing and routing income contracts.
• Diploma and/or AAS degree in an Administrative Support program area (or related two-year degree).
• Strong organizational and planning skills to manage projects, identify priorities, and meet timelines with little supervision.
• Data privacy knowledge and skills to adequately handle confidential and personal data.
• Bilingual in English/Spanish

Work Shift

Monday-Friday, 7:30am-4:00pm or 8:00am-4:30pm