Working Title: Office & Administration Specialist Senior - Academic Administrative Assistant to the Dean, School of Business and Information Technology
Job Class: Office and Administrative Specialist, Senior
Agency: Minnesota State
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Job ID: 96331
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Location: Moorhead
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Telework Eligible: No
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Full/Part Time: Full-Time
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Regular/Temporary: Unlimited
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Who May Apply: Open to all qualified job seekers
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Date Posted: 08/17/2026
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Closing Date: 09/01/2026
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Hiring Agency/Seniority Unit: MN St Colleges & Universities / Mn State CTC Moorhead AFSCME
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Division/Unit: MnSCU Mn State CTC Moorhead / MnSCU Mn State CTC MH Class
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Appointment Type: Unlimited, Full-time
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Work Shift/Work Hours: 8:00 AM - 4:30 PM
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Days of Work: Monday - Friday
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Travel Required: Minimal
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Salary Range: $22.62 - $30.62 / hourly; $47,230 - $63,934 / annually
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Classified Status: Classified
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Bargaining Unit/Union: 206 - Clerical/AFSCME
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Work Area: Academic Affairs
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FLSA Status: Nonexempt
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Designated in Connect 700 Program for Applicants with Disabilities: Yes
At the State of Minnesota, employees play a critical role in developing policies, providing essential services, and working to improve the well-being and quality of life for all Minnesotans. The State of Minnesota is committed to equity and inclusion, and invests in employees by providing benefits, support resources, and training and development opportunities.
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.
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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.
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Project management for priorities and initiatives and initiatives for the School of Business.
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Administrative support for School division meetings, annual initiatives, and large projects.
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Facilitate and coordinate the program review process.
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Organize and facilitate meetings for the Dean with external stakeholders.
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Analyze enrollment numbers during peak registration periods and make subsequent course recommendations to the Dean .
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Serve as content manager for School webpages and SharePoint sites.
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Direct the budget request process by preparing spend report and budget request forms for each cost center as part of the annual budget process.
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Process appeal notifications and send communication of appeal decisions.
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Manage multiple Microsoft Teams in order to organize data, files, and communications.
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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.
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Assists the Dean by serving as the liaison with Human Resources for hiring.
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Assist Dean with new employee on- boarding, training, and evaluation processes.
- Works with the Dean to develop department budgets.
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Assist the Dean with new initiatives and day-to-day operations by creating documents and correspondence using various software programs.
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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.
- Develops, implements and maintains office procedures and work systems to resolve existing problems or to respond to new systems or policies.
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Communicates regularly and effectively with the faculty and staff in the unit.
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Creatively solves issues and questions.
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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.
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Collects and analyzes data for fiscal and administrative reports, adjusts and corrects errors.
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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.)
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Schedules and facilitate meetings with the dean and external stakeholders.
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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.
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Prepare flyers/brochures for department and/or events/marketing requests as needed.
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Provides internal customers with information, assistance, and service.
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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.
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Support the operation of college and campus Student Services operational area(s) beyond the academic affairs office.
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Serve on campus, college and community committees as assigned, approved and appropriate that seek to enhance the student experience.
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Other related duties as assigned by the School Dean and/or the Provost/Vice President of Academic Affairs.
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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.
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Analyze the course schedule to determine class and faculty conflicts and contract violations and offer solutions to the Deans.
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Analyze room availability for each course based on faculty's teaching needs and technology requirements and customer demand and assign rooms accordingly.
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Coordinate ISRS curriculum records and term course records to reflect policy changes.
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Assign course registration restrictions for program prerequisites.
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Assign release credits for full-time faculty against part-time and adjunct faculty.
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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.
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Coordinate and maintain room scheduling for the instructional programs and student services programs.
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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.
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Run faculty workload reports for faculty in department
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Create non-instructional assignments (release credits) in Faculty Workload Management (FWM)
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Manage, calculate and review credit/contact hours for faculty through FWM to accurately reflect FTE and pay.
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Liaison with Human Resources to resolve any FWM issues.
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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.
- Three years' experience as an administrative assistant in an academic setting.
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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.
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Knowledge of college policies and procedures and inter-relationships of all units of the college and Minnesota State offices.
To view the full job posting and to apply please go to: https://minnstate.wd115.myworkdayjobs.com/Minnesota_State_Careers/job/MSTA-Moorhead-Campus/Office-Admin-Special-Senior_JR0000005565
If you have questions about this position, contact Megan Zacher at [email protected] or 218-299-6505.
To receive consideration as a Connect 700 Program applicant, apply online, email the Job ID#, the Working Title and your valid Proof of Eligibility Certificate by the closing date to Megan Zacher at [email protected].
M State is a regional student-focused institution that is poised for a strong future. It is the fifth-largest outstate college in the Minnesota State system and the largest two-year college in Greater Minnesota, serving more than 8,000 credit-based students and 7,000 noncredit students 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.
What do Minnesota's State employees have in common?
- A sense of purpose in their work
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Connection with their coworkers and communities
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Opportunities for personal and professional growth
As an employee, you'll have access to one of the most affordable health insurance plans in Minnesota, along with other benefits to help you and your family be well.
- Paid vacation and sick leave
- 12 paid holidays each year
- Low-cost medical, dental, vision, and prescription drug plans
- Fertility care, including IVF
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Diabetes care
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Dental and orthodontic care for adults and children
- 6 weeks paid leave for parents of newborn or newly adopted children
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Pension plan that provides income when you retire (after working at least three years)
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Employer paid life insurance to provide support for your family in the event of death
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Short-term and long-term disability insurance that can provide income if you are unable to work due to illness or injury
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Tax-free expense accounts for health, dental, and dependent care
- Resources that provide support and promote physical, emotional, social, and financial well-being
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Training, classes, and professional development
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Tuition waiver
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Federal Public Service Loan Forgiveness Program (Some positions may qualify for the Public Service Loan Forgiveness Program. For more information, visit the Federal Student Aid website at studentaid.gov)
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A voluntary confidential program that helps employees and their families with life challenges that may impact overall health, personal well-being, or job performance
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Common sources of stress can be addressed through the EAP: mental health, relationship challenges (personal and work), grief and loss, finances, and legal issues
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Daily Living/Convenience Services: Chore services, home repair, trip planning, child/elder care
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.
Employment information for this position can be found in its collective bargaining agreement or its plan document at http://mn.gov/mmb/employee-relations/labor-relations/Labor/.
AN EQUAL OPPORTUNITY EMPLOYER
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 actively seek and encourage applications from women, minorities, persons with disabilities, and individuals with protected veteran status.
