Deans Assistant - Office & Administrative Specialist, Senior

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Job Description

Position Purpose

The assistant to the dean is responsible for providing significant support to the operations of the Dean’s office, including support in the processes of building the schedule, assigning faculty, coordinating regularly-occurring administrative and assessment work, as well as other projects as assigned.  The assistant to the dean is responsible for an administrative area supporting complex programs. The tasks are broad in scope. They include working within procedures that can be clearly defined but also responding to issues that may have no immediate solutions. Attention to detail, ability to manage competing priorities, and communication with a wide variety of constituents is necessary. The assistant to the dean must be able to initiate and follow up on a wide range of activities to ensure that services and program deadlines are met.

Position Responsibilities

• Provide administrative support for the dean in order to ensure effective and efficient workflow in the division.

• Ensure accurate creation and maintenance of budget information.

Salary Range:

The salary range for this position is $22.62 - $30.62/hour

(DOQ – Salary Placement will be done at time of hire.)

Minimum Qualifications (must have at time of application)

• Communication skills: Ability to independently draft and revise written business-related communications using professional tone and style and demonstrating correct spelling, punctuation, and grammar.

• Database, documents, and records management: Ability to accurately input, verify, and edit electronic data, with attention to detail in performing tasks requiring working with large amounts of data and information gathered from multiple sources.

• Customer service skills: Excellent interpersonal and customer service skills online, in person, and via phone, sufficient to provide general and specialized office-related support, including active listening, respect, empathy, problem solving, clear organization of ideas, and persuasion.

• Customer service skills: Customer service skills sufficient to respectfully engage with coworkers and students in order to respond to difficult or complex problems and appropriately escalate as needed.

• Leadwork skills: Ability to manage the needs of the Dean’s office by planning, organizing, administering, and prioritizing competing needs and priorities. 

• Database, documents, and records management skills: Proficient in using standard computer software programs to create, edit, and manage word processing, spreadsheet, pdf, and other files, including advanced Outlook email and calendar use in support of effective and accurate communication and task management.

• Database, documents, and records management skills: Ability to use or learn to use software applications necessary to the function of an academic affairs division, such as scheduling software, employee management applications, student enrollment applications, and others. 

• Development of administrative and programmatic procedures skills: Skill in obtaining, organizing, and drafting administrative materials for internal or external dissemination.

Preferred Qualification  (desired but not expected to have to enter job)

• Bachelor’s degree preferred.

• Knowledge of ISRS (Integrated Student Registration System).

• Knowledge of MN State policies and procedures.

• A general understanding of curriculum and degree requirements.

• Knowledge of equity issues and experience working with diverse populations.

• Excellent written and verbal communication skills.

• Excellent human relations skills, maintaining confidentiality, and professionalism

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

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

Other Requirements

To facilitate proper crediting, please ensure that your resume clearly describes your experience in areas listed and indicates the beginning and ending month and year for each job held. 

This position requires successful completion of employment references and a driver’s license background check. 

Work Shift (Hours / Days of work)

Monday – Friday 8:00am – 4:30pm

Telework (Yes/No)

Yes - *Century currently operates in a hybrid work environment. The hiring manager will provide guidance to the type of work environment at/following the interview process.

Application Procedure

To bid on this position, an employee of Century College must currently work in an Office & Administrative Specialist, Senior position in a different work area or different shift.  To bid, please submit a written request (email is sufficient) to Kim Claggett, in Human Resources.

Internal Applicants - Please make sure your application materials reflect how your name appears in Workday.

All current Century College and Minnesota State employees will need to log into Minnesota State Main Workday to apply for the position via the Jobs Hub. The Jobs Hub can be found under the Menu, in the upper left-hand corner of Workday, under the Apps, and then Jobs Hub. Employees may also search for “Browse Jobs – Employees” in Workday via the search bar at the top to view open positions.

External Applicants - Please make sure to use your legal name on your application materials.

Applicants not currently employed by Minnesota State can access the Minnesota State Workday Career Site for External Applicants

to search and apply for jobs, and to check the status of applications. Those applying for a position will be prompted to create a profile in Workday. This does include other state of Minnesota employees who work for agencies other than Minnesota State.

Please upload the following documents to your application.

• Cover letter/letter of interest.

• Current resume.

You can upload the required application documents under the cover letter/resume section with a maximum total of 5 documents. If you have more than that then they will need to combine documents to upload. Photographs do not download with the rest of your application documents, so please make sure all your documents are PDF or Word documents.

These documents should be word documents or PDF (no jpeg) and are required for your application to be considered complete so not attaching all the required documentation will not allow you to move forward in the process.

Candidates having issues with job applications (i.e., unable to apply) or needing accommodations can email: [email protected] . Inquiries about application status or general questions about the position should be directed to [email protected]

For additional information about the application process, go to our Employment page on our main Century College site, https://www.century.edu/home/employment/, click on Current Employment Opportunities for more information.

About

Century College is a 2-year community and technical college in White Bear Lake, Minnesota. As one of the largest two-year colleges in Minnesota, we serve nearly 18,000 credit and non-credit students every year.

We offer degrees, diplomas, certificates, and courses in general education and transfer, business, human services, health sciences, technology, engineering, applied design, industrial, and non-credit workforce training.

With various student support and student life opportunities, including athletics, student clubs and organizations, campus theatre, Multicultural Center, LGBTQ Center, Veterans Center, and much more, Century College provides a welcoming and vibrant campus community.

As a “community” college, we care about our locality. We are engaged, connected, and a resource within our local communities, including K-12 and workforce/industry partners.

Century College. Discover What’s Next!

To learn more about Century College or Minnesota State, visit https://www.century.edu/ or www.minnstate.edu

For questions, please contact Century College Human Resources at [email protected]

Notice of Annual Security Report Availability: Century College is committed to assisting all members of our community in providing for their own safety and security.  The Annual Security Report is available on the Century College Department of Public Safety website at https://www.century.edu/home/public-safety   If you would like to receive a paper copy of the Annual Security Report which contains this information, you can contact the Century College Department of Public Safety on East Campus room E1411 or by calling 651-444-2910.

Link to Century College’s Non-Discrimination Statement

https://www.century.edu/about/non-discrimination-statement

Minnesota State does not authorize the use of E‑Verify for employment purposes, and Century is unable to consider candidates who require employment sponsorship, as the associated costs are prohibitive for the college.

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.

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