Job Information
Minnesota State Office & Administrative Specialist Intermediate in Moorhead, Minnesota
All Job Postings will close at 12:01 a.m. CT on the specified Closing Date (if designated).
Working Title:
Office & Administrative Specialist Intermediate
Institution:
Minnesota State University, Moorhead
Classification Title:
Office & Admin Specialist Int
Bargaining Unit / Union:
206: AFSCME - Clerical and Office
City:
Moorhead
FLSA:
Non Job Exempt
Full Time / Part Time:
Full time
Employment Condition:
Classified - Unlimited
Salary Range:
$20.45 - $28.79
Working Title:
Office & Administrative Specialist Intermediate
Classification Title of Vacancy:
Intermediate
Institution:
Minnesota State University Moorhead
City:
Moorhead, MN
Bargaining Unit / Union:
206: American Federation of State, County, and Municipal Employees (AFSCME)
Full-time / Part-time:
Full-time
Employment Condition:
Classified - Unlimited
Salary Range:
The wage range for this position is $20.45 - $27.12 per hour.
Work Shift (Hours / Days of work):
8:00 am - 4:30 pm / Monday - Friday
Telework (Yes/No):
No
Job Description:
This position exists to provide confidential administrative support and assistance to the Global Engagement Office.
RESPONSIBILITIES
Responsibility 1: Administrative Support and Coordination
Front Desk Duties: Answer phones and emails and welcome visitors. Provide initial information and direction on immigration, study abroad, and other routine office matters. Direct students to the appropriate professional staff member and escort them to the proper department when necessary. Ensure a warm and welcoming front office environment for all employees and clients, maintaining an unobstructed pathway to all offices.
Front Desk Coverage: Provide backup coverage for the front desk area, responding to walk-in, phone, and email inquiries from students, faculty, staff, and the community. Coordinate with student employees to ensure uninterrupted full service at the front desk.
Scheduling: Assist with scheduling individual appointments for all professional staff and general staff meetings. Coordinate student, staff, and team meetings, including creating agendas and minutes.
Meeting Coordination: Work closely with the Chair of the Global Education Committee to coordinate meetings, delegation campus visits, bookkeeping MOAs, brochures, publicity, and reception
Priority: Essential
Percentage of Time: 20%
Responsibility 2: Support for International Student & Scholar Services and Education Abroad & Away
Documentation and recordkeeping: Support documentation and recordkeeping process.
Data Management: Gather, verify, and summarize data for fiscal and administrative reports. Work closely with Directors to collect and analyze fiscal and administrative reports data.
Budgeting and Bookkeeping: Monitor and perform budgeting and bookkeeping duties. Verify application charges, insurance billing, and student tuition billing and reporting.
Accounting Reports: Verify monthly business office accounting reports and report any discrepancies.
Form Submission: Ensure timely completion and submission of all budgetary, procurement, human resource, and other university forms.
Budget Development: Work with the Global Engagement Director and Education Abroad and Away Coordinator to develop and maintain office and foundation budgets per MSU regulations.
Credit Card Management: Administer, reconcile, and manage Global Engagement (GE) and IRA credit cards. Designate appropriate cost centers and oversee office credit cards.
Fund Management: Handle withdrawal of funds pending supervisor approval, refund requests, and orientation charges to student accounts. Oversee proper accounting and management of all deposits (graduation stoles, student event nights, and international student educational trips) made into GE and IRA accounts.
Purchases and Fund Transfers: Under advisement of Global Engagement Director, oversee all office purchases, fund transfers, budget reallocations, and reporting accuracy for all accounts. Generate special expense requests and seek approvals prior to purchases.
Insurance Billing: Review automated insurance fee billing and initiate payment of health insurance invoices in a timely manner. Ensure correctness and troubleshoot problems. Post insurance bills to student accounts.
Requisitions: Prepare internal and external requisitions to pay special speakers and vendors.
Student Fees: Post student fees to accounts. Research student accounts for billing accuracy and address student inquiries about bills, providing resolutions to billing issues.
Vendor Liaison: Serve as liaison between the university and vendors on questions regarding payment.
Priority: Essential
Percentage of Time: 25%
Responsibility 3: General Support and Communication
General Support: Perform other duties assigned to ensure the department’s smooth functioning and maintain the organization’s reputation as a viable business partner. Possibility of off-campus assignments such as purchasing items for orientation and other cultural events and picking up supplies (City brochures, bus schedules, tax forms, etc.).
Correspondence Reports: Prepare correspondence, reports, and proposals from rough drafts or verbal instructions using Word, Excel, Team, Form, Canva, D2L, and PowToon.
Web Material Updates: Provide programming and design for web page updates for the Center for Global Engagement; regularly monitor accuracy and purge outdated information, including all sub-websites of the office. Make appropriate updates to materials and monitor bulletin boards, making necessary changes.
Event Support: Assist with programming, workshops, and sessions. Monitor the supply of informational brochures and order new supplies when needed.
Travel Arrangements: Support travel arrangements for Center for Global Engagement (CGE) staff and students.
Point of Contact: Serve as a point person for a wide variety of questions about international and Education Abroad & Away.
Designated School Official (DSO): Understand student records on SEVIS immigration platform and provide information about F and J student visa status.
Communication: Receive and route incoming calls/emails to the appropriate individual or intra-campus facility. Collaborate with student workers to create tools (website, messages, videos, etc.) to handle and eliminate FAQs for international students, study abroad students, and the MSUM community.
Expertise Utilization: Use expertise in study abroad and international student policies, forms, and regulations to respond to student and faculty inquiries via phone and email. Train and direct student workers. Anticipate and research problems/questions to provide accurate information to various campus departments (Undergrad Admissions, Graduate Studies, Residential Life, Health Services, Financial Services, & Registrar) that international and study abroad students interact with frequently.
Student Assistance for Admitted Students: Assist walk-in, call-in, and email inquiries from admitted students. Handle their questions courteously and efficiently, addressing concerns and providing appropriate informational and application materials. Follow up on their inquiries within an appropriate length of time.
Priority: Essential
Percentage of Time: 25%
Responsibility 4: Database and Document Management
Database Management: Create reports, queries, and mail merges and maintain databases. Take notes and maintain accurate records. Monitor, update, and fix errors in student data.
Document Management: Update computer information on students (name changes, address changes, major and advisor changes). Input data into ISRS computer program on international person or hold screens when needed.
Records Management: Manage records for new and returning international, National Student Exchange, and Study Abroad students. Ensure student information is entered correctly into the MSUM student record system in conformance with statutes and policies. Coordinate workflow to ensure the creation, timely maintenance, and accuracy of international and study abroad student record filing protocol, including developing an electronic student record filing system (ImageNow).
Priority: Essential
Percentage of Time: 15%
Responsibility 5: Direct Student Employees
- Leading and Training: Direct, train, and schedule 4-5 student employees and Diplomats. Process HR and payroll forms. Schedule student work hours to ensure front desk coverage during office hours. Train student employees on responding to frequent questions, directing clients to appropriate staff, and supporting international education abroad and away students with their matters.
Priority: Essential
Percentage of Time: 15%
Minimum Qualifications:
Experience utilizing software, such as Microsoft Office Suite, such as Word, Excel, PowerPoint, Teams, and Outlook, for reporting, bookkeeping, documenting, communicating, and assessing.
Knowledge of current data entry procedures is sufficient to enter, file, and store data accurately.
Ability to work with diverse populations and handle confidential information discreetly.
Basic knowledge of budgeting and expense reporting.
Customer service skills are sufficient to provide prompt, courteous, and accurate information to customers in person, on the phone, and through email and other correspondence.
Preferred Qualifications:
Experience with database management and student information systems.
Familiarity with international education programs and study abroad processes.
Flexibility and Multitasking: Demonstrated ability to manage multiple projects simultaneously, adapt to changing priorities, and focus on completing the most critical tasks first.
Experience in event planning and coordination.
Multilingual
About:
MSU Moorhead is an inclusive university that pushes you to forge your own path. We embrace diversity of ideas and people with our core values of grit, humility, and heart. Professors and peers will inspire you to blaze your own trail, supporting you every step of the way.
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:
05-19-2025
Position End Date:
Open Date:
04-07-2025
Close Date:
04-22-2025
Posting Contact Name:
Sara Beth Lien
Posting Contact Email:
mw9695me@minnstate.edu