Division Assistant / Office & Admin Specialist, Sr

Minimum Qualifications

These qualifications are required to move forward; as such, (ensure your application contains descriptions of your education and work experience sufficient to demonstrate competency in each of the following):

• Skill in customer service sufficient to provide prompt and accurate information to customers in person, on the phone, and through email and other written or electronic correspondence, convey complicated information in an understandable manner as a resource for outside agencies, for clients, coworkers, and customers, respectfully engage with clients, coworkers, and customers, when handling difficult or complex problems and resolving escalated complaints or disputes.

•       Ability to explain policies and procedures in a clear, concise, and professional manner to both internal and external customers; knowledge of communications sufficient to explain the reasons for transactions and procedures, rules, and regulations to so that others understand the information they are being given.

•       Knowledge of data entry procedures and systems, such as Microsoft Office or similar data entry systems; skill in data entry sufficient to maintain accurate records and reports, receive and review source documents.

•       Knowledge of Accounting principles and practices sufficient to analyze, interpret, and prepare financial information, records, and reports.

•       Ability to analyze and make recommendations to management for new or revised administrative and program practices and procedures for smooth and efficient office operation.

•       English language skills sufficient to clearly and accurately communicate information and respond verbally and in writing with internal and external constituents.

•       Skill in word processing/keyboarding sufficient to use software to create, format, edit, print, and save a variety of documents, including spreadsheets, tables, charts, and graphs in an efficient and timely manner.

•       Skill in database management sufficient to input data quickly and accurately, compile reports, analyze discrepancies, store and retrieve data in a variety of reports.

•       Skill in accounting sufficient to reconcile invoices, receipts and purchase orders, and monitor and balance budgets and grants to ensure spending is within budget and grant guidelines.

•       Demonstrated ability working collaboratively in a culturally diverse environment and experience working with people from diverse backgrounds and education levels.

Preferred Qualification 

• Bachelor’s degree.

• Three (3) years’ experiences as an administrative assistant in an academic setting.

• Advanced computer skills in Microsoft products and other technologies.

• Knowledge of Minnesota State policies and procedures.

• A general understanding of curriculum and degree requirements.

• Knowledge of Minnesota State policies and procedures.

• Supervisory experience.

• Excellent written and verbal communication skills.

• Excellent human relations skills, maintaining confidentiality, and professionalism

• Demonstrated organizational skills, working well under pressure, prioritizing multiple projects, and meeting deadlines.

• Project management skills, and demonstrated skills working independently, solving problems, and resolving dilemmas in a timely manner.

• Knowledge of accounting principles and practices sufficient to analyze, interpret, and prepare financial information, records, and reports. 

• Ability to analyze and make recommendations to management for new or revised administrative and program practices and procedures for smooth and efficient office operation.