Office & Admin Specialist Sr

State Of Minnesota Moorhead , MN 56560

Posted 2 months ago

Job Details

Job Class: Office & Administrative Specialist SeniorWorking Title: Administrative Assistant to the President & Vice President of Finance & Administration

Who May Apply: Open to all qualified job seekers

Date Posted: 03/15/2019

Closing Date: 04/01/2019

Hiring Agency/Seniority Unit: Minnesota State/Minnesota State University Moorhead

Division/Unit: President's Office/Finance & Administration

Appointment Type: Unlimited

Work Shift/Work Hours: Day Shift (8:00am-4:30pm)

Days of Work: Monday - Friday

Travel Required: No

Salary Range: $18.05 - $24.42 /hourly; $37,688 - $50,989 /annually

Classified Status: Classified, Full Time

Re-Posting: No

Connect 700 Program Eligible: Yes

Job Summary

Job Summary

  • Administrative

  • Provide confidential administrative support and assistance to the President, Vice President Finance & Administration (VPFA) and Executive Assistant to the President.

  • Provide office suite reception and direction to campus guests, faculty, staff and students.

  • Collaborate with Cabinet-level administrative assistants to effectively work as a team in supporting all of Cabinet. Provide administrative support for Chief Marketing Officer upon request.

  • Make travel arrangements for VPFA. Prepare travel authorizations and expense reports for the President and VPFA.

  • Process incoming mail, and route signed documents as appropriate. Supervise student workers and process student payroll. Oversee copier/printer and maintain office supplies inventory.

  • Calendar Management & Scheduling

  • Maintain the President's and VPFA's schedule and electronic calendar. Prioritize meetings and anticipate scheduling needs. Prepare President's day folder.

  • Schedule meetings for VP Finance & Administration.

  • Schedule recurring meetings that involve administration.

  • Event Coordination

  • Coordinate President's receptions and other events, in conjunction with Executive Assistant to the President. Handle catering, parking, invitations and other details as necessary.

  • Communications

  • Record meeting minutes for select committee & oversee posting related documents.

  • Write end of year reports for select committees. Draft campus communications, as necessary. Handle routine annual correspondence.

  • Review the Finance & Administration policies annually, to ensure accuracy and timely review.


Minimum Qualifications:

  • Organization skills

  • Attention to detail

  • Customer service skills

  • Critical thinking & decision making skills

  • Ability to multi-task and be capable of meeting the demand of a heavy workload with continual interruptions

Additional Requirements

In accordance with the Minnesota State Colleges & Universities (MnSCU) Vehicle Fleet Safety Program, employees driving on college/university business who use a rental or state vehicle shall be required to conform to MnSCU's vehicle use criteria and consent to a Motor Vehicle Records check.

Application Details

Other Information

Employment information for this position can be found in its collective bargaining agreement or its plan document at

Why Work For Us

GREAT BENEFITS PACKAGE! The State of Minnesota offers a comprehensive benefits package including low cost medical and dental insurance, employer paid life insurance, short and long term disability, pre-tax flexible spending accounts, retirement plan, tax-deferred compensation, generous vacation and sick leave, and 11 paid holidays each year.

How to Apply

Click "Apply" at the bottom of this page. If you have questions about applying for jobs, contact the job information line at 651-259-3637.

For additional information about the application process, go to


If you have questions about the position, contact Kathleen McNabb at or 218.477.4321.

Equal Employment Opportunity

Minnesota State Colleges and Universities is an Equal Opportunity employer/educator committed to the principles of diversity. We prohibit discrimination against qualified individuals based on their race, sex, color, creed, religion, age, national origin, disability, protected veteran status, marital status, status with regard to public assistance, sexual orientation, gender identity, gender expression, or membership in a local commission as defined by law. As an affirmative action employer, we actively seek and encourage applications from women, minorities, persons with disabilities, and individuals with protected veteran status.

Reasonable accommodations will be made to all qualified applicants with disabilities. If you are an individual with a disability who needs assistance or cannot access the online job application system, please contact the job information line at 651.259.3637 or email Please indicate what assistance is needed.

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