Job Description

Description

All Job Postings will close at 12:01 a.m. CT on the specified Closing Date (if designated). Working Title: Office & Admin Special Interme - Administrative Assistant Institution: Bemidji State University Classification Title: Office & Admin Specialist Int Bargaining Unit / Union: 206: AFSCME - Clerical and Office City: Bemidji FLSA: Non Job Exempt Full Time / Part Time: Full time Employment Condition: Classified - Unlimited Salary Range: Job Description Bemidji State University (BSU) invites qualified applicants to join our team as an Administrative Specialist (OASI). The Administrative Specialist provides assistance to the Executive Director of the Minnesota State Advanced Manufacturing Center of Excellence (Center), by maintaining a working knowledge of University and Minnesota State policies and procedures and keeping the Executive Director and staff abreast of such policies and procedures. Responsibilities of the Administrative Specialist include: • Administration of contracts/agreements, finances, and Center budget. (40%) • Assisting the Executive Director in monitoring budget accounts; tracking all expenditures in detail and reconciling to financial reports, providing monthly budget snapshots (via a dashboard). Assisting with purchases for the Executive Director and Center staff; keeping accurate records of all expenditures and equipment/software purchases; preparing purchase orders; utilizing purchasing card to maintain office supplies. Preparing, routing, and tracking all professional/technical contracts, income contracts, intra-agency agreements, etc. for the Center, including its various programs and notifying vendors and colleges of status of contracts/agreements. Working with finance and business office personnel at each Center partnering college to ensure proper budgetary and financial transactions. Communicating proper state and federal grant procedures for tracking and reporting hours worked toward grants and initiatives for each participating college partner; ensuring all grant and Minnesota State reporting requirements coincide with established deadlines and procedures. Monitoring use of Center funds, keeping accurate and current records and preparing fund transfers to ensure accurate records. • Communications and reporting. (25%) • Serving as Center policy/procedure expert related to Center, University, and Minnesota State policies and procedures. Providing information and answers to Executive Director and staff questions related to policies and procedures, assisting in the assembly of information for Minnesota State and grant reports. Sending proper and timely notices to Executive Director and staff of upcoming events and deadlines. Promptly advising the Executive Director of telephone, mail, or email messages of an urgent nature and requiring an immediate response. Assisting in gathering data from University sources, college partners, and other agencies for purposes of report preparation, working with Communications Specialist on proofreading communications pieces (electronic, press releases, hard copy) as necessary and as requested. • Administration of meetings, travel, and staff calendars. (20%) • Tracking statuses of travel requests and employee reimbursement requests for the Executive Director and staff. Scheduling meetings upon the request of the Executive Director and making meeting arrangements for Center throughout the state of Minnesota - including reservation of meeting rooms, meal arrangements, folder preparation, etc. and communicating arrangements to Executive Director, staff, and affected stakeholder groups. Recording notes of all Center meetings, distributing meeting notes to defined stakeholder groups and attendees. Monitoring and updating staff event and travel calendars with future events and travel information. • General administration. (10%) • Checking all forms and documentation from Executive Director and Center staff for accuracy and completeness. Assisting the Executive Director and Center staff in the preparation of all meeting/conference materials, including folders, brochures, fliers, mailings, conference booth contents, shipping, etc. Assisting in managing the Center office; providing administrative support to the Executive Director; assisting in the identification and establishment of proper inventory levels for all Center publications/resources and independently preparing succinct responses to inquiries related to the Center. • Other Duties. (5%) • Assisting in interviewing and providing work direction to student employees. Coordinating student work schedules, and ensuring schedules are posted. Assisting in determining work priorities of student employees and assigning appropriate tasks (in consultation with Executive Director and Center staff). Assisting Executive Director with special assignments and projects as directed. Minimum Qualifications • Customer service skills sufficient to respond effectively to clients, coworkers, and customers who have questions about agency operations and procedures (in person, in writing, on the phone, and through presentations and other electronic correspondence). • Accounting skills sufficient to reconcile differences between invoices, receipts, and purchase orders, and assess needs based on data and events affecting the account. • Data entry skills sufficient to receive and review source documents, compare documents to database information, and edit documents. • Skill in using spreadsheet applications, such as Microsoft Excel, to enter, compile, store and retrieve data • Skill in word processing sufficient to use software, such as Microsoft Word, to prepare, edit and finalize emails, memos, reports, and/or other documents and types of written communication that are grammatically correct, in proper format, and free of spelling errors. • Skill sufficient to use software, such as Microsoft PowerPoint, to create, format, and edit presentations. • Skill in training and guiding the work assignments of student workers. Preferred Qualification • Two or more years of experience in a clerical or office manager role. • Technical, management, and human relations skills. • Ability to prepare flowcharts and other diagrams from written documentation. • Ability to function effectively under continuous pressure amidst competing priorities. • A demonstrated commitment to the principles of diversity, equity, inclusion, and anti-racism. Other Requirements • All applicants must be able to lawfully accept employment in the United States at the time of an offer of employment. • 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) Full-time; Monday - Friday, 8:00 a.m. - 4:30 p.m. Salary Range Depends on Qualifications; current pay range is $20.45 - $27.12 per hour Telework (Yes/No) Telework currently unavailable for this position. Internal Bid Process - Open for Bids from eligible AFSCME members from 8/5/2024 - 8/12/2024. Any current employee interested in this position and eligible to bid should submit a Bid Application by 4:30 p.m. on Monday, August 12th to Mary Miller in the HR office at mary.miller@bemidjistate.edu. The bid form may also be found on the Human Resources website. Inquiries about the position: Jeremy Leffelman, Executive Director Minnesota State Advanced Manufacturing Center of Excellence Phone: (218) 755-4222 Email: jeremy.leffelman@bemidjistate.edu If you have general questions about this posting or submitting an application or bid, contact Mary Miller at mary.miller@bemidjistate.edu. About UNIVERSITY / COMMUNITY WHY BEMIDJI: It's more than a job. It's an opportunity for the extraordinary. On the idyllic shores of Lake Bemidji, cradled among the limitless natural beauty of the North Woods and neighbored by Minnesota's three largest Indigenous nations, Bemidji State University offers opportunities for the extraordinary. Bemidji State University has been ranked as one of the top 30 public institutions in the Midwest region by U.S. News & World Report each year since 2019. BSU offers its diverse student body a comprehensive spectrum of opportunities with nearly 120 undergraduate degrees and emphasis areas in more than 50 areas of study, 14 pre-professional programs, and 14 graduate programs and certificates. As Bemidji State continues its second century of service, our vision is simple: we educate people to lead inspired lives. To achieve this, BSU centers diversity, equity and inclusion as a core value and strives to create a campus culture in which all members are free to be their authentic selves. BSU also proactively engages with Indigenous communities in northern Minnesota and nationwide toward its goal of becoming a destination university. BSU is a member of the Minnesota State system of colleges and universities, the third-largest system of higher education institutions in the United States. It shares a unique alignment with Northwest Technical College, with administration and student services generally having dual responsibilities to serve both campuses. Through this alignment, NTC students can take advantage of services, support, activities, and opportunities at BSU that expand and enhance their college experience - such as full access to BSU's library and the ability to live in BSU's on-campus resident housing. For the first time, a joint strategic planning process will guide the future directions for both institutions. The schools are pursuing four shared strategic priorities: student success, the Nisidotaading initiative, northern distinction, and telling our story. These priorities will serve as the foundations for master planning processes for facilities, academic programs, fundraising, information technology, intercollegiate athletics, and diversity, equity, and inclusion, among others. The Nisidotaading initiative - named for an Ojibwe phrase meaning "building mutual understanding" - is creating a statewide center of excellence. It will develop communities of practice meant to help Minnesota State colleges and universities better educate their campus communities on historical trauma and lived experiences of their Indigenous populations, and how to most effectively guide Indigenous students toward their educational goals. In addition, BSU is the first university in the United States to expose all of its students to a course on Indigenous people before graduation. Bemidji State University acknowledges that it is located on land and water that is the current and ancestral homeland of the Ojibwe and Dakota. We acknowledge the painful history of genocide, forced assimilation, and efforts to alienate the Indigenous inhabitants from their territory here. We honor and respect the many diverse Indigenous peoples still connected to this land, retained tribal sovereignty, treaty rights, and cultural resilience. Indigenous people are spiritual and physical caretakers of this land to which we all belong. Bemidji State University respects these sacred lands, stands with the community members from these Nations, and will fight injustice in all its forms. At Minnesota State, the work we do is more than just a job. In their pursuit of purpose, connection, and growth, our employees play a critical role on our campuses. They develop policies, provide essential services, and work to improve the well-being and quality of life for our students and for all Minnesotans. Minnesota State is committed to equity and inclusion, and we invest in our employees by providing benefits, support resources, and training and development opportunities. Unlock your potential through possibility. The City of Bemidji Bemidji State University and Northwest Technical College lie amid the lakes and forests of northern Minnesota. Bemidji State occupies a wooded campus along the western shore of Lake Bemidji while Northwest Technical College lies just three miles east, near Bemidji's robust industrial district. The city sits between Minnesota's three largest American Indian tribal nations: the Leech Lake Band of Ojibwe, the Red Lake Nation and the White Earth Nation. When settling the Bemidji area in 1750, the Ojibwe people named the lake Bemidjigamaag, which means "a lake with crossing waters" as the Mississippi River flows in from the south and exits on the east. Today, a city proper with a population of around 15,000 serves as a regional economic and cultural hub for about 100,000 Minnesotans. Located just minutes away from a thriving downtown Bemidji, both the BSU and NTC campus communities have convenient access to affordable restaurants, fine-dining experiences, cozy coffee shops, grocery stores - including a natural foods co-op - city parks, and nearly unlimited outdoor recreational opportunities. Small, locally-owned shops and art sculptures line Bemidji's downtown streets, while national chains are also found in and around the area. The historic Paul Bunyan Playhouse has a calendar of classic shows, restaurants offer weekly live music performances, the First Friday Art Walk provides a tour of new monthly art exhibits, and annual festivals bring the community together throughout the year. Additionally, the North Woods setting means students, staff, and faculty have a variety of activities available at their fingertips year-round. With more than 400 lakes - and a 240-acre research forest owned by BSU - within 25 miles of the city, there is easy access to kayaking, canoeing, swimming, boating, paddle boarding, hunting, hiking, biking, foraging, fishing, and more. An expansive network of multi-use trail systems is available for running, cross-country skiing, single-track or fat-tire biking, and skijoring. Further, downhill skiing, snowboarding, and tubing lie just north of Bemidji at the Buena Vista Ski Area. Bemidji is also near two of Minnesota's 66 state parks: Lake Bemidji State Park, which sits along Lake Bemidji's northern shore, and Itasca State Park, home to the majestic Mississippi River Headwaters. Both parks are popular recreational and camping destinations where locals and tourists gather for sailing, swimming, and fishing during the summer months, and skating, hockey, curling, and-yes-more fishing in the winter. Of course, no tour of Bemidji is complete without a visit to - and a selfie with - its two most famous residents: the iconic statues of Paul Bunyan and his trusty companion, Babe the Blue Ox. The famed duo, which has greeted visitors to Bemidji since 1937, is on the National Register of Historic Places and was once ranked by Kodak as the second most-photographed statue in America. For further information About BSU visit our website at: http://www.bemidjistate.edu Review a "special report on how this former lumber town has rebuilt itself as a high-speed, regional center of enterprise" at Bemidji 2.0 Other Resources: • Visit Bemidji - https://www.visitbemidji.com/ • 218 Relocate / Greater Bemidji - https://www.218relocate.com/ • Bemidji Area Chamber of Commerce - https://www.bemidji.org/ • Explore Minnesota - https://www.exploreminnesota.com/article/top-things-to-do-bemidji Statement of Notice: Bemidji State University prohibits discrimination and sexual violence of any kind. Contact the Title IX Coordinator if you have concerns regarding discrimination and/or sexual violence. Per Minnesota State System Procedure 1B.3.1, all universities and colleges must provide contact information of their Title IX Coordinator. Megan Zothman, Campus Human Resources Officer & Title IX Coordinator Email: TitleIX@bemidjistate.edu or Megan.Zothman@BemidjiState.edu Phone: (218) 755-2502 1500 Birchmont Drive NE, Deputy Hall, Room 335, Bemidji, MN 56601 Bemidji State University is an Affirmative Action Equal Opportunity Employer and Educator. This document is available in alternative formats to individuals with disabilities. Consumers with hearing or speech disabilities may contact us via their preferred Telecommunications Relay Service. 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 ($150 - $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. Desired Start Date: 09-16-2024 Position End Date: Open Date: 08-01-2024 Close Date: 08-28-2024 Posting Contact Name: Mary Miller Posting Contact Email: sg9312lx@minnstate.edu