Office & Administrative Specialist Senior

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Job Description

This position exists to manage the operation and finances of the Fine Arts & Communication Department; to support the department chair, faculty, students, and staff.  This position also provides supervision and training of work-study students specific to assigned tasks and responsibilities.  The position lends administrative support to other department initiatives and projects as they arise.

Minimum Qualifications

• Data entry skills sufficient to 1) compile, sort, and verify data accuracy before entering it and 2) input data quickly and accurately.

• Knowledge of communication sufficient to write, prepare, and edit materials, using correct spelling, punctuation, grammar, and sentence construction.

• Customer service skills are necessary to provide prompt, courteous, and accurate information to customers in person, on the phone, via e-mail, or through other written correspondence.  

• Knowledge and skills in word processing sufficient to perform functions using software programs, such as Microsoft Word, sufficient to produce memos, correspondence, and reports in a timely manner.  

• Document and record management skills sufficient to maintain accurate budget records and reports. 

• Database management skills sufficient to accurately enter, organize, store, modify & retrieve data, and run reports.

• Ability to oversee, train, and lead student employees.

• Skills in setting work priorities to meet deadlines.

Preferred Qualifications 

• Comprehensive knowledge of the programs included in the department and the university policies essential to communicating effectively with faculty, staff, students, and the university community.

• Maintain an environment of confidentiality.

• Adjust to a changing work environment.

Work Shift (Hours / Days of work)

Monday - Friday; 8:00 am - 4:30 pm

This position is classified as 0.82 FTE, and the work schedule will be arranged in collaboration with the supervisor.

*Occasional night and weekend shifts may be required.

Telework (Yes/No)

No

About

Southwest Minnesota State University is one of seven universities in the Minnesota State system. SMSU gives highest priority to excellence in teaching and preparing students to be lifelong learners through quality undergraduate teaching/advising and close student/faculty relationships. Its mission, dating back to 1967, provides access to university-level programs in liberal arts & professional studies. The University has a special commitment to the educational needs of the people in its service region reflected through its curricula, cultural programs, diversity of staff and students, cooperative relationships with the public and private sectors, and regional institutions. The 216-acre campus encompasses 24 modern, interconnected, and accessible buildings. Marshall (pop. 13,000) is the hub of a rich agricultural area and offers a variety of cultural, recreational and educational opportunities. The position is an opportunity to be part of a vibrant, dynamic and growing institution that is searching for exceptionally talented people.

Southwest Minnesota State University complies with the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act. You can find our Annual Security and Fire Safety Report online at Annual Security and Fire Safety Report (smsu.edu). This report includes statistics for the previous three years concerning reported crimes that occurred on campus; in certain non-campus buildings or property owned or controlled by Southwest Minnesota State University. If you prefer a hard copy, please contact the Department of Public Safety at 507-537-7252.

We are committed to responding to the educational needs of our changing communities and to providing opportunities for enhancing knowledge, skills, and values in a supportive learning environment. We recognize and assert the value of inclusion as an ethical imperative and as a necessity for academic rigor, student success, and lifelong learning. Our goal is to strive for inclusive excellence in our commitment to preparing all students and employees for success.

Federal Public Service Student Loan Forgiveness Program

Programs, resources and benefits eligibility varies based on type of employment, agency, funding availability, union/collective bargaining agreement, location, and length of service with the State of Minnesota.

Southwest Minnesota State University is a member of the Minnesota State system and is an equal opportunity educator and employer. SMSU is committed to equal employment opportunities for all applicants and to providing employees with a work environment free of discrimination and harassment. SMSU does not tolerate discrimination or harassment of any kind. Women, diverse populations and individuals with disabilities are encouraged to apply. Applicants must be able to lawfully accept employment in the United States. Requests for reasonable accommodation of a disability during the application and/or interview process should be made to the Affirmative Action Office, 507-537-6208. For TTY communications, contact Minnesota Relay Service at 1-800-627-3529. This vacancy notice is available in alternative format upon request.

Benefits Information:

At Minnesota State, we have a GREAT BENEFITS PACKAGE! Our generous benefits include 11 paid Holidays, Vacation Time, Sick Time, six weeks of Paid Parental Leave, low cost medical and dental insurance with low deductibles ($250 - $1500), a Pension Plan, 457(b) and 403(b) retirement plans and other retirement investment options, pre-tax medical and dental expense (with roll-over option) and dependent care accounts, employer paid life insurance, short and long term disability, as well as professional development and a tuition waiver program for employees and their dependents, etc.  We promote the health and well-being of our employees and take work/life balance seriously.