Office & Administration Specialist Senior - Academic Administrative Assistant to the Dean, School of Business and Information Technology

All Job Postings will close at 12:01 a.m. CT on the specified Closing Date (if designated).

Working Title:

Office & Administration Specialist Senior - Academic Administrative Assistant to the Dean, School of Business and Information Technology

Institution:

Minnesota State Community and Technical College

Classification Title:

Office & Admin Specialist Sr

Bargaining Unit / Union:

206: AFSCME - Clerical and Office

City:

MSTA - Moorhead Campus

FLSA:

Non Job Exempt

Full Time / Part Time:

Full time

Employment Condition:

Classified - Unlimited

Salary Range:

$22.62 - $32.23

Additional Job Description

Join Us at M State

Where your work helps create a success story for every student.

Minnesota State Community and Technical College (M State) is seeking passionate, talented professionals to join our learning‑centered community. Whether you are an educator, administrator, or staff professional, your work at M State will directly support students as they shape their futures and will strengthen the communities we serve.

With four welcoming campuses in Detroit Lakes, Fergus Falls, Moorhead, and Wadena, M State combines big‑college opportunities with a small‑college feel, offering nationally accredited programs, flexible learning options, and a deeply student‑focused culture.

Why Work at M State?

At M State, we are all in on student success.

Our work is guided by shared values of:

• Integrity - As dedicated professionals, we act with purpose in everything we do. We are sincere and honest in our relationships and communications, and hold ourselves accountable to doing the right thing even when no one is watching.

• Inclusion - We welcome, respect and accept people for who they are and celebrate the power of our collective differences in creating and shaping more robust, energized communities.

• Innovation - Through the power of our four campuses, strategic partnerships and creative problem-solving, we enhance communities. We incorporate technology to improve student experience, and we see continuous improvement as a constant.

Together, these values support our vision: A success story for every student.

Position Overview

M State is accepting applications for an Academic Administrative Assistant to the Dean, School of Business and Information Technology. This position is located on the Moorhead campus.

This position exists to provide high-level administrative support to a large, complex, multi-campus academic unit and provides support to the Dean and the staff in the unit. This position must be able to work independently with little oversight and is responsible for managing complex administrative activities including managing faculty and staff assignments; budget development and maintenance, providing information and assistance to stakeholders; and providing project management for Dean's annual projects. This position serves as the central location for communication with the divisions serving students, faculty, staff, and the Dean.

The values that guide our work include access and opportunity, equity, inclusion and belonging, cultural competence, cultural responsive pedagogy & service, and community engagement. Our educational environments are culturally relevant, responsive, and innovative to the students we serve. Our students are assets, we affirm their identities and lived experiences, and provide spaces that are emotionally safe and reflect who students are.

Responsibilities

Customer Service.

On a daily basis, live the mission, vision and values of M State to ensure a positive experience for all students and stakeholders. Service to M State students and stakeholders is a core component of the position and work responsibilities.

Project Management (projects align with department assignment)

Project management for priorities and initiatives and initiatives for the School of Business administrative support for School division meetings, annual initiatives, and large projects Facilitate and coordinate the program review process Organize and facilitate meetings for the Dean with external stakeholders Analyze enrollment numbers during peak registration periods and make subsequent course recommendations to the Dean Serve as content manager for School webpages and SharePoint sites Direct the budget request process by preparing spend report and budget request forms for each cost center as part of the annual budget process Process appeal notifications and send communication of appeal decisions Manage multiple Microsoft Teams in order to organize data, files, and communications

Provide administrative support to the Dean

Duties include managing the deans' calendars and schedules; assisting with phone calls and mail; preparing documents and correspondence; scheduling meetings and accessing various record-keeping software programs. Assists the Dean by serving as the liaison with Human Resources for hiring. Assist Dean with new employee on- boarding, training, and evaluation processes. Works with the Dean to develop department budgets. Assist the Dean with new initiatives and day-to-day operations by creating documents and correspondence using various software programs. Research and provide data to the Dean using ISRS and other software programs to support decision making. Coordinate the Business and Information Technology Faculty evaluation process. Coordinate the Program Review Process.

Serve as office manager for a large, complex academic unit

Develops, implements and maintains office procedures and work systems to resolve existing problems or to respond to new systems or policies. Communicates regularly and effectively with the faculty and staff in the unit. Creatively solves issues and questions. Prepares and maintains budget, payroll, procurement, expense reports, human resources and other record systems to ensure accuracy of data and conformance with statues and policies. Collects and analyzes data for fiscal and administrative reports, adjusts and corrects errors. Provide faculty and students with information, assistance, and services. (Issues are often complicated, varied, and at times can be controversial. Final answers and resolutions of problems frequently require research and repeated discussions.) Schedules and facilitate meetings with the dean and external stakeholders. Serves as Content Manager for department webpages and SharePoint site. Creates and maintains information. Works with Dean and staff to determine what information should be on the sites. Prepare flyers/brochures for department and/or events/marketing requests as needed. Provides internal customers with information, assistance, and service.

Support for campus and college operations

Recognition of broad and varied professional responsibilities which include but are not limited to support for campus and college operations such as front desk coverage, registration events, Spartan Welcome Days, Commencement, this is not an exhaustive list. Support the operation of college and campus Student Services operational area(s) beyond the academic affairs office. Serve on campus, college and community committees as assigned, approved and appropriate that seek to enhance the student experience. Other related duties as assigned by the School Dean and/or the Provost/Vice President of Academic Affairs. Supports leadership in the coordination and execution of operational and strategic activities for divisions within the department both academic and non-academic. Provides ongoing administrative and operational support as needed to advance departmental goals.

Manage the School's course scheduling process

Analyze the course schedule to determine class and faculty conflicts and contract violations and offer solutions to the Deans. Analyze room availability for each course based on faculty's teaching needs and technology requirements and customer demand and assign rooms accordingly. Coordinate ISRS curriculum records and term course records to reflect policy changes. Assign course registration restrictions for program prerequisites. Assign release credits for full-time faculty against part-time and adjunct faculty. Analyze records to determine instructional credits, sabbatical credits, leaves of absence, special projects, and coordinate assignments to determine instructional costs as well as hiring needs. Coordinate and maintain room scheduling for the instructional programs and student services programs. Continually improve work processes with strong awareness of immediate and sustained effects on customer satisfaction in regard to information on the web, registration procedures and grading procedures. Run faculty workload reports for faculty in department Create non-instructional assignments (release credits) in Faculty Workload Management (FWM) Manage, calculate and review credit/contact hours for faculty through FWM to accurately reflect FTE and pay. Liaison with Human Resources to resolve any FWM issues.

What We're Looking For

Minimum Qualifications

• Customer service practices and principles are sufficient to identify each customer's needs and meet quality standards for services that result in customer satisfaction.

• Ability to use spreadsheet applications, such as Microsoft Excel to enter, compile, store, and retrieve data.

• Knowledge of databases is sufficient to use non-standard or advanced software features as research tools and generate a variety of reports.

• Knowledge of standard computer software programs for word processing, spreadsheets, and databases, sufficient to create, modify, and protect files.

• Basic knowledge of accounting principles, practices, and protocols as applied to disbursements, purchasing, and receipt techniques.

• Knowledge of the development and implementation of administrative and programming policies and procedures for smooth and efficient division operations.

• Knowledge to fluently communicate, read, understand, and respond to a variety of communications with internal and external stakeholders.

Preferred Qualifications

• Three years' experience as an administrative assistant in an academic setting.

• Strong organizational and planning skills.

• Ability to establish and maintain productive and professional working relationships with both internal and external stakeholders.

• As this position has access to confidential records, including but not limited to student and employee data, a high level of confidentiality must be maintained.

• Knowledge of college policies and procedures and inter-relationships of all units of the college and Minnesota State offices.

Work Shift (Hours / Days of work)

40 hours per week, Monday-Friday, 8 a.m. - 4:30 p.m.

Application Procedure

To apply, submit a letter of interest, resume, three professional references, and any applicable transcripts by 12:01 a.m. on 09/02/2026, on our website at https://minnstate.wd115.myworkdayjobs.com/Minnesota_State_Careers/job/MSTA---Moorhead-Campus/Office---Admin-Special-Senior_JR0000005565. Internal applicants need to apply through the Jobs Hub in Workday.

NOTICE: The college regrets that it is unable to offer H-1B sponsorship. The successful candidate under U.S. Citizenship and Immigration Services regulations must be able to accept work in the U.S. by the day employment begins.

Salary

This is the correct salary range for this position, disregard the full range listed by this website: $22.62-$30.62 per hour or $47,231-$63,935 annually.

Questions About the Position? Contact Megan Zacher, M State's Staff Recruiter, at Megan.Zacher@minnesota.edu

About

M State is a regional student-focused institution that is poised for a strong future. It is the sixth-largest outstate college in the Minnesota State system and the largest two-year college in Greater Minnesota, serving more than 10,500 students in credit and non-credit courses each year. M State offers big-college resources and a small-college feel on our four welcoming campuses and in our many online courses and programs. Our faculty and staff are dedicated to the values of integrity, inclusion and innovation, and that dedication is reflected in our programs and in the support we offer to our students.

Minnesota State 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 encourage applications from women, minorities, persons with disabilities, and individuals with protected veteran status. All applicants must be able to lawfully accept employment in the United States.

Inquiries about Title IX can be directed to the college's Title IX Coordinator and/or to the U.S. Department of Education, Office of Civil Rights. The Title IX office is located on Moorhead's campus, but it travels and serves all 4 campuses.

Elise Sturdivant

Vice President of Student Affairs / Title IX Coordinator

Office D120g

1900 28th Ave S

Moorhead, MN 56560

(218) 299.6853 | elise.sturdivant@minnesota.edu | titleix@minnesota.edu

If you need accommodations to take part in the application process, please contact Human Resources at (218) 736-1512. For more information regarding M State, refer to our website at: www.minnesota.edu. Minnesota State Community and Technical College, a member of the Minnesota State system, is an affirmative action, equal opportunity educator and employer.

NOTICE: In accordance with the Minnesota State Vehicle Fleet Safety Program, employees driving on college/university business who use a rental or state vehicle shall be required to conform to Minnesota State's vehicle use criteria and consent to a motor vehicle records check.

This vacancy notice may be removed at any time for any reason.

Benefits Information:

At Minnesota State, we take your well-being and work-life balance seriously. We offer a comprehensive benefits package that features low-cost medical and dental insurance with affordable deductibles, employer-paid life insurance, short- and long-term disability, and pre-tax healthcare and dependent care accounts with a roll-over option. To further support your holistic health, employees also have access to a confidential Employee Assistance Program (EAP) for mental health, legal, and financial counseling. Detailed plan details, rates, and coverage choices can be reviewed directly via the State Employee Group Insurance Program (SEGIP) website.

To support your life outside of work, our package includes 12 paid holidays, generous vacation and sick time, and six weeks of Paid Parental Leave. We also help you secure your financial future with a robust Pension Plan, 457(b) and 403(b) retirement accounts, and various investment options. Furthermore, we invest in your growth by providing dedicated professional development and tuition waivers for both you and your dependents. Please note that specific benefit eligibility and coverage levels may vary depending on the type of position, employee classification, and collective bargaining agreements.

Desired Start Date:

10-01-2026

Position End Date:

Open Date:

08-14-2026

Close Date:

09-02-2026

Posting Contact Name:

Megan Ann Zacher

Posting Contact Email:

megan.zacher@minnesota.edu