Office Administrative Specialist – Senior (Senior Administrative Assistant – Customized Training Solutions)

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Job Description

This position provides senior-level administrative and operational support for the development, coordination, and delivery of Customized Training Solutions (CTS) programs and services. The position is responsible for managing course and client records, coordinating instructor assignments and payroll processing, supporting contracts and customer billing, maintaining reporting systems, and serving as a primary point of contact for CTS customers and stakeholders. Working collaboratively with the Dean, CTS staff, the Business Office, Information Technology, Marketing and Communications, and other college departments, this position helps ensure efficient operations, strong customer relationships, fiscal accountability, and the successful delivery of workforce and continuing education programs.

Salary Range: 22.62 - 30.62 USD Hourly

Minimum Qualifications

• Communication skills sufficient to communicate effectively with internal and external customers, explain the reasons for transactions and procedures, rules, and regulations so that others understand the information they are being given, and communicate in a variety of formats to gather and relay information with tact and diplomacy.
• Customer service skills sufficient to respond effectively to clients, coworkers, and customers who have questions about agency operations and procedures (in person, in writing, on the phone, and through presentations and other electronic correspondence)
• Database, documents, and records management skills sufficient to enter and retrieve data, establish, maintain and use electronic databases, develop reports and analyze data.
• Math and accounting skills sufficient calculate, review and reconcile financial data and balance accounts.
• Skill in the development of administrative and programmatic procedures in order to analyze and make recommendations to management for new or revised administrative and program practices and procedures for smooth and efficient office operation.
• Document and records management skills sufficient to maintain electronic or paper files for efficient organization and retrieval of information.

Preferred Qualification 

• Associate's degree in Business Administration, Accounting, Office Administration, Project Management, or a related field and/or an equivalent combination of education and experience.
• Three to five years of progressively responsible administrative or operational support experience in higher education, workforce development, training, business operations, or a related environment.
• Experience working with Salesforce, Workday, ISRS, or other customer relationship management, enterprise resource planning, registration, or reporting systems.
• Experience with customer billing, accounts receivable, invoicing, contract management, purchasing, or financial recordkeeping.
• Experience generating reports, dashboards, and data analyses to support operational and financial decision-making.
• Experience coordinating projects, events, training programs, or multiple concurrent initiatives with competing deadlines.
• Knowledge of Minnesota State policies and procedures, continuing education operations, customized training programs, and student registration processes.
• Ability to collaborate effectively with internal and external stakeholders and establish productive working relationships across departments.
• Experience working with marketing, website content management, social media, or promotional activities.
• Strong analytical, organizational, and problem-solving skills with the ability to identify process improvements and implement operational efficiencies.
• Ability to work independently while exercising sound judgment, initiative, and attention to detail.
  

Other Requirements

In accordance with the Minnesota State Colleges & Universities (Minnesota State) Vehicle Fleet Safety Program, employees driving on college/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.

A job offer may be contingent upon successfully passing a background check. The background check may consist of the following components:

• Criminal Background Check

• Employment Record Review (current and former State employees only)

• Employment Reference Check

• Conflict of Interest Review

Connect 700 Program: This position is designated in Connect 700 Program for Applicants with Disabilities. More information may be found at: http://mn.gov/mmb/careers/diverse-workforce/people-with-disabilities/connect700/.

Work Shift (Hours / Days of work)

Monday through Friday, 8:00 a.m. to 4:30 p.m.

Telework (Yes/No)

No

Last date to apply: Thursday October 15, 2026

Employment eligibility: The college regrets that it is unable to offer H-1B sponsorship at this time. The successful candidate, under U.S. Citizenship and Immigration Services regulations, must be able to accept work in the U.S. by the day employment begins.

About Minnesota State:

Pine Technical and Community College is a campus community where faculty and staff know students by name. We are one of the largest employers in Pine County and are known regionally for our mission to serve our students. Learn more about Pine Technical and Community College at http://pine.edu.

Learn More About Campus Safety: We encourage all prospective applicants to review PTCC’s Annual Campus Security Report and Clery statistics, which provide important information about campus safety and crime prevention. Visit https://pine.edu/public-information-and-policies/ for detailed insights into our commitment to creating a safe and secure learning environment.

About

 As part of Minnesota State Colleges and Universities, Pine Technical and Community College is a vibrant, comprehensive college and community resource for extraordinary education, empowering learners and honoring the needs of those we serve. The foundation of PTCC’s employee culture is rooted in student success. We seek to build a workforce that is representative of the students we serve. Find out more about PTCC at https://pine.edu/aboutptcc/mission-vision-values/.

Salary is commensurate with experience and qualifications and is subject to the terms and conditions of the applicable bargaining unit agreement or personnel plan.

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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