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Working Title:

Office & Administrative Specialist Principal - University Advancement Assistant (UA25007)

Institution:

Minnesota State University, Mankato

Classification Title:

Office & Admin Specialist Prin

Bargaining Unit / Union:

206: AFSCME - Clerical and Office

City:

Mankato

FLSA:

Non Job Exempt

Full Time / Part Time:

Full time

Employment Condition:

Classified - Unlimited

Salary Range:

$0.00 - $0.00

Salary Range

$23.76 - $32.06 / hourly; $49,610 - $66,941 / annually

Job Description

The Executive Assistant provides a high level of confidential and executive administrative support primarily for the Division Vice President as well as for the Associate Vice President for Advancement, while ensuring efficient and effective operations for the Division. Responsible to work in a professional and friendly manner on a consistent and regular basis with people at all levels of the university as well as the Foundation Board, donors, alumni and a wide range of other internal and external constituents. Independent judgment is required to plan, prioritize and organize a diversified workload, and make changes in office practices or procedures to enable the Division to function and work efficiently and effectively in an organized manner.

Minimum Qualifications

1. English - Knowledge of English sufficient to:

• Maintain complex records, files, notes, and logs.

• Communicate effectively with internal and external customers.

• Speak, read, write, prepare, and edit materials.

2. Specialized terminology - Ability to:

• Learn, understand, and apply University Advancement business terminology (including the areas of IRS regulation, 501(c)3 management, and philanthropy) within three months of hire.

3. Database Management - Ability to:

• Establish, maintain, and use electronic databases.

• Compile, research, and analyze information from databases.

• Develop and accurately enter information into database and produce ad‐hoc queries and reports for management’s use.

4. Accounting/budgeting/expense - Ability to:

• Perform or learn to perform administrative support work for a work unit’s expense and budget administration

• Compare prices, specifications, and delivery dates to determine the best bid among potential suppliers.

• Monitor expenditures, make budget recommendations and generate financial reports.

6. Leadwork skills - Ability to:

• Plan, schedule, assign, review, evaluate, coach, train, and recommend the hire/fire and discipline of assigned employees.

• Develop and conduct training for administrative support employees.

• Skill in directing the work of student workers to ensure adherence to quality standards, deadlines, and proper procedures, while correcting errors or problems.

7. Development of administrative and programmatic procedures - Ability to:

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

• Continually monitor processes of the Advancement Office and make suggestions for procedure modification.

Preferred Qualification

• Demonstrated commitment to fostering a diverse working and learning environment.

• Ability to work independently with tact and diplomacy on simultaneous, complicated, and sensitive tasks.

• Experience in planning and executing events both within the University and outside of the University structure.

• Ability to create and maintain good working relationships with colleagues and to have the ability to work as part of a team.

• Ability to use customer skills on the phone, in person and online to provide effective general and specialized office support, which requires common courtesy, tact, interest in positive problem solving, empathy, and the ability to organize ideas logically.

• Critical thinking and problem solving skills and ability to understand how issues/decisions impact the Division as well as the University.

• Ability to maintain the confidentiality of sensitive and confidential information obtained through the course of working with personnel records, donor personnel and financial data (e.g., and personnel-related issues, projects).

• Ability to understand and assist in the creation of strategic organizational design and communication.

• Proficient in Microsoft Office Suite products including Outlook, Word, and Excel sufficient to schedule, compose, create, modify and save calendars, memos, letters, documents, reports, charts, etc.

• Advanced administrative, secretarial and clerical skills to apply principles and practices of office management in planning, organizing and reviewing work.

• Experience in working with or assisting Foundation Boards

Other Requirements

Work safely at all times, which includes but is not limited to, participating and completing all required safety trainings, as well as performing all job tasks in accordance with Minnesota State University, Mankato policies and procedures utilizing appropriate tools, equipment and personal protective equipment.

The Minnesota State University, Mankato 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: http://www.mnsu.edu/safety/ (http://www.mnsu.edu/safety/Y) . You may also request a paper copy from University Security at 507-389-2111, or by emailing security@mnsu.edu .

Work Shift (Hours / Days of work)

Monday - Friday; 8:00 a.m. - 4:30 p.m.

Telework (Yes/No)

No - Based on the essential functions of this positions, MMB Policy #1422, and University policies relating to flexible work, this position is eligible for the following work mode: Exclusively On Campus: A position that requires the employee to perform all their work at their campus work location.

About

More than 1600 talented faculty, staff, and 1600 student employees with a wide variety of skills and backgrounds, support university operations every day. Our faculty and staff enjoy excellent benefits, a team environment and challenging careers. As an affirmative action/equal opportunity institution, we are committed to supporting the continued growth of our diverse community.

Destination 2030 , the University’s strategic plan announced by President Edward Inch in August 2023, commits the University to making transformative strides in four main areas: being a lifelong provider of access to an equitable and affordable education; being a leader in transformational learning generating inspired action; being a nimble and innovative steward of resources; and being a community of care built upon diversity, inclusion, and belonging.

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 ($250 - $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:

04-21-2025

Position End Date:

Open Date:

02-18-2025

Close Date:

02-26-2025

Posting Contact Name:

Lacie R Mitchell-Garza

Posting Contact Email:

kz6609rp@minnstate.edu