Office & Administration Specialist Sr - Administrative Assistant

NORTHWEST TECHNICAL COLLEGE (NTC) invites applicants to join our team as an Administrative Assistant. The Administrative Assistant provides highly confidential administrative support and oversees the daily operations of the Administration Office. This position plays a critical role in ensuring the smooth functioning of academic processes, serving as a trusted resource for administrators, faculty, staff, students, and external constituents. The incumbent exercises a high level of judgement and discretion and employs considerable experience and institutional knowledge in the execution of the required duties.

Responsibilities of the Administrative Assistant include:

• Directing and managing the Office of the Executive Vice President and Senior Academic Officer (EVP SAO) and provide daily administrative assistance to the EVP SAO and the Deans. (Percentage of time: 40%)
  • Preparing, reviewing, and selectively distributing sensitive correspondence, reports, and materials for the EVP SAO and Deans.
  • Serving as the primary point of contact between the EVP SAO/Deans and internal and external stakeholders, ensuring timely and accurate communication.
  • Assisting the EVP SAO and Deans in compiling documentation for MSCF union grievances and reviewing faculty assignments each semester for compliance with the MSCF contract and EVP SAO expectations.
  • Preparing contracts for off-campus vendors engaged in special projects.
  • Facilitating communications between the EVP SAO, the President, and other departments to ensure alignment of academic operations.
  • Screening and responding to daily inquiries directed to the EVP SAO/Deans, providing front-line support and resolution.
  • Providing work directions for work study staff assigned to the administrative offices and maintaining efficient office operations.
  • Compiling, safeguarding, and distributing confidential materials as required.
• Supporting the Academic and overall function of the campus. (Percentage of time: 35%)
  • Courteously engaging with faculty and staff, maintaining confidentiality and demonstrating professionalism in all communications.
  • Playing an active role in fostering positive relationships and supporting a culture of teamwork across the campus.
  • Serving as a reliable source of information for faculty, staff, students, and constituents regarding academic operations.
  • Arranging appointments and meetings on and off campus for the EVP SAO and Deans, ensuring accessibility and efficiency.
  • Assisting the EVP SAO and Deans in maintaining an open-door policy and facilitating constituent access.
  • Compiling agendas and recording minutes during MSCF bargaining unit meetings, ensuring accurate documentation and timely distribution.
  • Creating and maintaining course sections each academic term based on schedules submitted by Division Chairs and Deans, ensuring accuracy and compliance with institutional guidelines and timelines.
  • Demonstrating initiative in addressing emerging needs and performing other related duties as assigned to support academic and campus functions.
• Information preparation and external liaison. (Percentage of time: 15%)
  • The Administrative Assistant supports administrators by conducting research, preparing confidential information, and serving as a liaison with internal and external partners. This responsibility ensures that administrators have accurate data, reliable documentation, and strong institutional connections to carry out their duties effectively.
  • Gathering and preparing information related to surveys, system inquiries, and other institutional matters.
  • Compiling, safeguarding, and presenting sensitive information for administrative use.
  • Serving as the NTC representative in alignment matters with Bemidji State University (BSU) and maintaining collaborative relationships with other external partners.
• Performing other related duties as assigned. (Percentage of time: 10%)
  • Arranging and supporting special visits and meetings at the College, ensuring professional preparation and execution.
  • Performing other related duties as assigned to meet emerging needs and maintain institutional effectiveness.

Minimum qualifications for this position include:

• Proficiency with productivity and task management software such as Microsoft Teams, Microsoft To Do, Microsoft Outlook, Teams, Zoom, 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 Office Suite including Word, Excel, PowerPoint and Access).
• Ability to organize and prioritize one’s work efficiently and effectively.
• Communication skills are 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.
• Customer service skills sufficient to effectively communicate on the phone, in person, and online, to provide effective general and specialized office support (this requires common courtesy, tact, interest in positive problem solving, empathy, and the ability to organize ideas logically).
• Ability to engage respectfully and professionally with colleagues and customers when addressing complex issues, resolving escalated complaints, and managing sensitive disputes.

Preferred qualifications include:

• Administrative experience working as an executive assistant, senior administrative assistant, office manager, or in direct support of senior administration or executive leadership.
• Previous experience in higher education, within the Minnesota State system, or in a complex organizational environment.
• Effective critical thinking and analytical skills to support and assist the senior leadership team in strategic decision-making.
• Associate's degree in Business Administration, Communications, or a related field.
• A demonstrated commitment to the principles of diversity, equity, inclusion and anti-racism.

External Applicants: Apply for Vacancy Posting JR0000003709, on our career site:  https://minnstate.wd1.myworkdayjobs.com/en-US/Minnesota_State_Careers or at https://minnstate.wd1.myworkdayjobs.com/Minnesota_State_Careers/job/Bemidji/Office---Admin-Special-Senior-Admin-Assistant_JR0000003709.
 
Internal Applicants: All current employees will need to log in to the career site in Workday to apply for the position. Employees will search for “Browse Jobs – Employees” in Workday via the search bar at the top to view open positions.

If you have any questions, please contact Mary Miller at mary.miller@bemidjistate.edu