Office & Administration Specialist Sr - Executive Assistant

Bemidji State University (BSU) and NORTHWEST TECHNICAL COLLEGE (NTC) invites qualified applicants to join our team as the Office & Administration Specialist Sr (OAS Sr) – Executive Assistant. The Executive Assistant provides advanced confidential administrative and operational support to both the Vice President for Student Affairs (VPSA) & Vice President of Finance & Administration (VPFA) under general supervision. This dual-reporting role supports two critical divisions for both BSU and NTC and requires exceptional organizational, strategic problem-solving, and strong communication skills with internal and external parties.
 
The Executive Assistant serves as a key liaison among BSU & NTC leadership, faculty, staff, students, external stakeholders, and Minnesota State system colleagues; ensuring the effective coordination and communication of institutional priorities related to student experience and financial stewardship.
 
Responsibilities of the Executive Assistant include:  

• Administrative & Executive Support. (Percent of Time: 40%)
  • Providing high-level administrative assistance to the VPSA and VPFA including complex calendar management, travel planning, document preparation, and expenditure processing.
  • Drafting, editing, and managing correspondence, presentations, reports, agendas, minutes, and briefing materials tailored to a wide range of audiences with accuracy and appropriate tone.
  • Acting as a primary point of contact and communication channel for the offices of the VPSA and VPFA; serve as the front of face for Student Life, developing intentional positive recognition amongst student leaders.
  • Anticipating the needs of both executives and proactively managing changing priorities and emerging issues.
  • Managing and responding to the VPSA and VPFA email, responding to VPSA phone calls.
  • This position assists in the identification and investigations of existing or potential problems, formulating solutions, presenting options which assist with the implementation of policy-driven solutions, and implementing solutions.

• Office Operations & Coordination. (Percent of Time: 30%)
  • Overseeing daily operations for both executive offices, including setting procedures, organizing workflows, and maintaining confidential records.
  • Tracking and reconciling budgets and expenses; processing financial transactions and purchasing documents.
  • Monitoring timelines and deliverables for strategic initiatives related to student engagement, fiscal planning, and administrative effectiveness, maintaining or managing data for required reporting.
  • Managing leave requests, contract approvals, expenditures, and ensuring compliance with institutional processes and Minnesota State guidelines.
  • Coordinating and overseeing the contract creation, review, and signature process with the ability to utilize e-signature (DocuSign) in the name of the VPSA and/or VPFA. 
  • As needed and when appropriate, preparing and issuing formal Requests for Bid (RFB) and Requests for Proposals (RFP) and arranging publication details. Guiding, reviewing, and processing purchasing and contracting transactions (purchase orders, contracts, and purchasing card transactions) in compliance with Minnesota law, Minnesota State procedures, campus policies for BSU and NTC, and other miscellaneous obligations.
  • This position plays a key role in the contract management process and collaborates closely with BSU, NTC, and System office officials to ensure timely workflow through Workday.
  • Maintaining confidential records, files, and documentation in accordance with institutional and regulatory guidelines.
  • Maintaining key data sources and compiling reports for internal and external use. Overseeing assessment efforts related to data collection for the VPSA & VPFA functions.

• Communication & Institutional Liaison. (Percent of Time: 20%)
  • Serving as the liaison between the VPSA and VPFA and students, faculty, staff, administrators, Minnesota State personnel, and external partners; establishing a known and welcoming point of contact for students as the front of face for the Office of the Dean of Students.
  • Bolstering and serving front of face for efforts related to diversity, equity, inclusion, and student belonging.
  • Leading or supporting strategic communication related to programs, financial initiatives, online presence, and institutional compliance.
  • Processing requests by the Records Office to administer BSU & NTC conduct background/clearance check requests, all which are highly confidential.
  • Processing Leave of Absence Requests.
  • Coordinating MSUAASF, MAPE, and AFSCME agenda items and the Student Life and Finance & Administration monthly reports for meeting and confer meetings. 
  • Monitoring division of Student Life and Finance and Administration websites.
  • Providing exemplary service to students, families, and community members; establishing a known and welcoming point of contact for students as the front of face for the Office of the Dean of Students.
  • Assisting students in crisis or need; coordinating referrals to housing, food, or financial or emergency services. 

• Event/Project Management. (Percent of Time: 10%)
  • Managing meeting logistics including, but not limited to, scheduling, agenda creation, typing of minutes, room reservations, room set up, AV functionality, presentation material creation, document editing, and catering logistics.

• Customer service skills sufficient to effectively communicate on the phone, in person, and online, to provide effective general and specialized office support (this requires common courtesy, tact, interest in positive problem solving, empathy, and the ability to organize ideas logically).
• Proficiency with productivity and task management software such as Microsoft Teams, Microsoft To Do, Microsoft Outlook, Teams, Zoom, etc. Knowledge and experience with database management and standard computer software programs for word processing, spreadsheets, and databases sufficient to create, modify, protect, and manage them (e.g. Microsoft Office Suite including Word, Excel, PowerPoint and Access).
• Communication skills are sufficient to write, prepare and edit reports, correspondence, procedures, presentations and other documents using proper business grammar, spelling and punctuation with excellent attention to detail and accuracy.
• Demonstrated problem-solving skills and use of professional judgment to resolve complex issues in a timely manner by using prioritization. 
• A demonstrated commitment to the principles of diversity, equity, inclusion and anti-racism. 

• Bachelor’s degree in public administration, higher education, business, or a related field.
• Five (5) years of executive or senior-level administrative experience, ideally in higher education or a public institution.
• Familiarity with Minnesota State policies, processes and collective bargaining agreements.
• Prior experience with contract management, procurement, and financial transactions in a regulated environment.
• Knowledge of the Family Education Rights and Privacy Act (FERPA), public records regulations, and ethical standards in higher education.
• Advanced spreadsheet skills (e.g. Excel) and experience with website software (e.g. WordPress).
• Demonstrated ability to leverage positionality of supported positions to advance efforts related to diversity, equity, and inclusion.         

External Applicants: External Applicants: Apply for Vacancy Posting JR0000003242, on our career site: https://mn.gov/mmb/careers/search-for-jobs/ or at https://minnstate.wd1.myworkdayjobs.com/Minnesota_State_Careers/job/Bemidji/Office---Admin-Special-Sr---Executive-Assistant_JR0000003242.

Current Employees: All current employees will need to log in to the career site in Workday to apply for a position. Employees will search for “Browse Jobs – Employees” in Workday via the search bar at the top to view open positions.
 
Note: Internal bid applications will be considered prior to filling the position via the public application process and, therefore, this posting may be closed due to contractual obligations.