Administrative Assistant (Office & Admin Special Intermediate)

Job Description
 

1. Provide administrative support to the Department of Nursing. Develop office procedures for faculty and students to efficiently coordinate the workflow of the office in an organized manner.

• Greet visitors, receive and process phone, e-mail and fax inquiries and communication. Route messages in a timely, positive, professional and confidential manner
• Respond to detailed and diverse questions regarding programs and procedures via in-person requests, telephone and email
• Provide information and support to prospective and current students including information, referrals and assistance with student support needs
• Organize and maintain an accurate filing system (both physical and electronic)
• Order and maintain office supplies and academic supplies
• Monitor and maintain all office equipment.Troubleshoot mechanical problems and request repairs when needed
• Provide administrative support on proper procedures and policies.This may include but is not limited paperwork from the Business Office, Foundations, Facilities, Human Resources, Affirmative Action and student forms
• Assist and collaborate with faculty and staff to support student success and achieve departmental program goals and objectives
• Sort and distribute mail, packages, and faxed information to the faculty
• Provide support when preparing for meetings and events.This includes but is not limited to reserving venues, ordering food and refreshments, organizing décor and presentation materials
• Attend meetings and take minutes; distribute copies to attendees and maintain electronic copy of meeting notes on website or shared drive
• Manage workflow and requests for services
• Utilize the EMS online room reservation system to request rooms for individual events and meetings
• Other duties as sanctioned by the Department Chair

2. To assist students and faculty with a variety of academic and administrative services relating to the RN-BS program.Maintain accurate department databases, prepare documents for events, and assist in collecting and recording required documents.

• Assist faculty with new student orientation by preparing materials, attending orientation and serving as a point of contact for students needing assistance.
• Collect and record faculty and student records into the Passport system to ensure compliance is met.
• Assist Nursing faculty and Administrative Assistance by tracking and reaching out to potential students.
• Screen and handle common advisee questions

3. Maintain and manage departmental budgets

• Prepare, submit, and file accurate requisition for purchase forms such marketplace requisitions.
• Reconcile IFO fund balance and Department Foundation account in conjunction with the department chair.
• Submit receipts for payment of Purchase Card using the online module.
• Maintain all accounting records of expenses charged to the department
• Update supervisor on status of budget(s)

4. Coordinate with the Dean of Nursing and Health Sciences office to schedule all College of Nursing and Health Science students for fingerprint checks.

• Post the online scheduling system for students to register for appointments
• Troubleshoot any technical (laptop) difficulties with the Department of Human Services

5. Supervise and manage student works in an efficient and effective manner.

• Recruit, interview, select and hire student employees.
• Train, coordinate, and direct student employees in departmental policies and procedures.
• Student workers hours are coordinated and scheduled to maintain proper staffing levels for coverage of phones and the front desk.
• Monitor student time sheets, making sure assigned hours are within the amount awarded, record hours worked and monies earned for office records, and verify budget printout.
• Address student worker behaviors, as necessary.

6. Perform other duties as assigned to ensure the smooth functioning of the department and maintain the reputation of the organization as a viable business partner.

Salary Range: $20.76 - $27.53/hour; commensurate with qualifications and experience

Minimum Qualifications

• Math - Sufficient to add, subtract, multiply and divide when working with budgets
• Typing Keyboarding(40WPM) - Sufficient to draft correspondence for the Chair and department served.
• Data Entry Performance - Sufficient to enter data into spreadsheets
• Communication Skills - sufficient to communicate with students and customers of departments served via email and in person
• Word Processing - sufficient to draft correspondence students, faculty, staff and
• Spreadsheets - sufficient to enter budget information and student information into databases and manipulate the data in functions such as Sort & Filter, SUM, AVERAGE and COUNT.
• Bookkeeping - sufficient to monitor the department budgets and make recommendations on discrepancies
• Customer Service Skills - sufficient to serve as a receptionist
• Lead Work Skills-Sufficient to supervisor student workers and hire, train, delegate and manage all aspects of student employment.

Preferred Qualification 

• Demonstrated ability to establish and maintain strong and effective working relationships with administration, faculty, staff, students, community and prospective students
• Strong human relations, organizational, and management skills to exercise sound judgment and maintain a high degree of confidentiality while working with students and alumni records (data privacy issues)
• Ability to troubleshoot and resolve conflicts within the working environment while maintaining a high degree of professionalism
• High degree of attention to detail and ability to work independently on several projects at a time

Other Requirements

1. The successful candidate must be able to lawfully accept employment in the United States by the day employment begins. The University regrets that we are unable to offer H1-B sponsorship at this time

2. A complete online application will include the following:

• A cover letter that addresses the qualifications listed previously
• Current Resume
   

Work Shift (Hours / Days of work) Academic Year (8:00am-2:30pm); Summer (20 hours/week)

Posting Information:

Application Deadline: May 7, 2026

Appointment Date: As Soon As Possible

Primary Location: Winona, MN

Type of Appointment: Probationary

Telework (Yes/No) No

About Winona State University

Founded in 1858, Winona State University is a regional public university and the oldest member of the Minnesota State system. Offering more than 200 majors and programs, Winona State has the #1 Student Success Rate in the Minnesota State System with 96.97 percent of WSU graduates being hired in a field related to their degree. U.S. News recognized Winona State as having top-ranking undergraduate programs in nursing, engineering, psychology, business, and computer science. With campuses in both Winona and Rochester, Winona State offers the best of both worlds. Widely known for its stunning natural setting, the Winona campus is nestled between picturesque bluffs and the Mississippi River - meaning rock climbing, paddle-boarding, hiking, and kayaking are within a mile of campus. WSU's Rochester campus is located in Minnesota's third largest city - a dynamic hub for industry, arts, and culture, and consistently ranked as one of the best places to live in the U.S. Winona State University's mission is to enhance the intellectual, social, cultural and economic vitality of the people and communities we serve: a community of learners improving our world. For more information, visit winona.edu.

Employment for this position is covered by the collective bargaining agreement for American Federation of State, County and Municipal Employees (AFSCME) which can be found at https://www.minnstate.edu/system/working/relations.html

Notice: In accordance with Minnesota State policy, employees driving on 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. The Winona State University Annual Security and Fire Safety Report is available for your review. This report is required by federal law and contains policy statements and crime statistics for the University. The policy statements address the school's policies, procedures, and programs concerning safety and security. Three years' worth of statistics are included for certain types of crimes that were reported to have occurred on-campus, or in other University affiliated locations. This report is available online at https://www.winona.edu/about/safety-security/. You may also request a paper copy from University Security by emailing security@winona.edu.

Winona State University 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.

The University provides reasonable accommodations to qualified individuals with disabilities upon request.

A member of the Minnesota State Colleges and Universities System. A community of learners improving our world!