The University Administration Field (PSA)

Transcription

1 MINNESOTA STATE COLLEGES AND UNIVERSITIES OFFICE OF THE CHANCELLOR POSITION DESCRIPTION A Employee Name: Position Control Number: Division: Outreach & Continuing Education Activity: Classification Title: OAS Intermediate Working Title: OCED Administrative Assistant Prepared By: Tina Krause, OCED Program Coordinator Appraisal Period: To EMPLOYEE SIGNATURE/DATE (this position description accurately reflects my current job) SUPERVISOR SIGNATURE/DATE (this position description reflects the employee's current job) POSITION PURPOSE: This position provides administrative support for the Outreach and Continuing Education Department (OCED), and direct support to the OCED director for the day-to-day management of OCED programs. Support services include a variety of duties such as management of multiple cost centers and budgets, purchasing, ISRS data entry for credit and non-credit courses, day-to-day management of student and client databases, developing and managing electronically-based and print marketing strategies and materials using graphic design, web page, and project management software, and providing first-rate customer service for students, faculty, staff, and external constituents. This position will also manage the schedule of the director and coordinate meetings for OCED staff with internal and external constituents. This position will serve as a frontline communicator and work collaboratively with OCED and other university staff on both the Winona and Rochester campuses to meet department and university goals and objectives. REPORTABILITY Reports to: Program Coordinator, Outreach and Continuing Education Department (OCED) Supervises: Provides lead work for 2-3 student employees DIMENSIONS Budget: This position monitors and reports on the expenditures and revenue within all cost centers of the Outreach and Continuing Education Department (OCED). These budgets total approximately $2 million dollars for over 40 cost centers. This position assists the director in analyzing and reconciling these cost centers. This position insures that all budget and finance tasks are processed accurately and in a timely manner within WSU and MnSCU policies and guidelines. Marketing: This position collaborates with the director and program coordinator to develop and manage e-marketing and print marketing strategies and materials for non-credit and Extension programs offered through, or supported, by the Outreach and Continuing Education Department (OCED). Clientele: Adult learners, working professionals, on-campus students, faculty, administrators, staff, business and industry clients and partners, and non-profit and governmental officials. Make 3 Copies: Employee, Supervisor, and Personnel Office 1

2 POSITION DESCRIPTION B EMPLOYEE NAME: Principal Responsibilities and Tasks 1. Provide administrative support for the Outreach and Continuing Education Department and its multiple budgets and cost centers. Provide the primary administrative support for the day-to-day management of multiple budgets and cost centers in the OCED department including grants and revenue-generating cost centers using ISRS, Excel, SharePoint, institutional reports, and department database systems. Track expenditures and cost allocation for charges. Develop processes to streamline budget procedures and provide up-to-date, accurate information on expenditures and cost centers, including Counselor Education Professional Development Series budget allocations. Communicate with Finance Office to verify the allocations of funds from Summer Session. Monitor cost center reports; prepare fiscal projections; advise the director and assist in the development of departmental budgets. Create and monitor Summer Session faculty contracts, requisitions, and invoices for multiple costs centers using WSU and MnSCU templates, the WSU Faculty Assignment system, following WSU and MnSCU guidelines. Upload and monitor Extension Report data using Sharepoint in order to have accurate information for initiating contracts. Monitor event registration management system (Eventbrite) fees and payout statements, and allocate revenues to correct cost centers. Review cost centers on an ongoing basis and bring any discrepancies to the attention of the director. Collaborate with Finance Office, Business Office, and Accounts Receivable to address any discrepancies. Enter accurate course and enrollment data into ISRS; work collaboratively with the Registrar s Office to maintain data integrity and track enrollment and revenue. Use Lumens and Eventbite to reconcile course financial statements, enter instructor biographies, and to respond to customer inquiries about courses. Develop and manage e-marketing and print marketing strategies and materials including timelines, content and graphic design for web pages, and mail marketing, digital and print signage, digital and print brochures/catalogs using software including SharePoint and Trello, PowerPoint, RedDot, InDesign, Photoshop, CRM (SalesForce or MS Dynamics) and FlippingBook. Work with students, external customers, and faculty and staff to facilitate participation in credit and non-credit enrollment in OCED programs. Serve as frontline communicator for the OCED department and provide courteous customer service for internal and external customers. Monitor Customized Training contracts in Sharepoint site and forward information for invoicing to Accounts Receivable on a monthly basis Work with student employees to complete the archive file project Organize office supplies, equipment, and furnishings; identify items that are obsolete or no longer needed; re-distribute items in accordance with Business Office procedures. Other duties assigned by the director and program coordinator. Priority: A Discretion: A Percent of Time: 75% Essential Function: Yes 2

3 2. Provide direct administrative support to the OCED director for the day-to-day management of OCED programs. Manage the director s calendar and schedule meetings with internal and external constituents including meetings with other MnSCU partners and business and industry clients in off-site locations and via distance. Allocate transactions on travel credit card on a monthly basis. Priority: A Discretion: A Percent of Time: 25% Essential Function: Yes 3

4 POSITION DESCRIPTION C EMPLOYEE NAME: NATURE AND SCOPE: (RELATIONSHIPS; KNOWLEDGE, SKILLS, AND ABILITIES; PROBLEM - SOLVING AND CREATIVITY; AND FREEDOM TO ACT) RELATIONSHIPS: This position requires the development and maintenance of positive relationships with faculty, staff, adult students, working professionals, on-campus students, business and industry clients, government officials, and non-profit representatives. This position requires the individual to work collaboratively with the OCED team and with other university staff, in particular, with the Registrar, Accounts Receivable, Business, and Finance offices, Creative Services and Information Technology. This position requires the development and maintenance of positive relationships with external customers and clients of the Outreach and Continuing Department throughout the region. This position interacts on a daily basis, in person, by phone, or in writing with faculty, staff, students, MnSCU partners, representatives of other Minnesota agencies, and a wide variety of external constituents. KNOWLEDGE, SKILLS, AND ABILITIES: Minimum Qualifications: Math-Sufficient to add, subtract, multiply and divide when working with budgets. Typing Keyboarding (40WPM)-Sufficient to draft correspondence. Data Entry Performance-Sufficient to enter budget information into ISRS. English (Speaking and/or Writing and/or Reading Orally)-Sufficient to communicate with students and customers of the department via and in person. Word Processing- Sufficient to draft correspondence for the Director. Spreadsheets-Sufficient to enter budget information and student information into databases and manipulate the data. Bookkeeping-Sufficient to monitor the department budgets and make recommendations on discrepancies. Customer Service Skills-Sufficient to serve as the receptionist for the department. PREFERRED QUALIFICATIONS: Knowledge of: Microsoft Office products for communications, financial reports, and marketing, including Word, Excel, Outlook, PowerPoint, Publisher. Graphic design and web management, sufficient to produce e-marketing and other outreach materials. Adobe Cloud Suite products for graphic design including InDesign, Photoshop and Illustrator. FlippingBook software for digital catalogs/brochures/conference programs. Web-based software applications for project management including SharePoint and Trello. Web-based software applications for web page development and maintenance including Red Dot. Client Relationship Management (CRM) systems, including SalesForce and MS Dynamics. Social media applications including Facebook, Twitter and LinkedIn. Operating office equipment including but not limited to: computers, scanners, laser printers, copy machines, fax machines, and phone systems. University and MnSCU policies and procedures. Registration management systems such as Lumens and Eventbrite. Generally accepted accounting principles. Minnesota data privacy laws and FERPA. ABILITY TO: Demonstrate excellent communication skills (both oral and written) Demonstrate excellent customer service skills to interact effectively and courteously with a variety of customers 4

5 Demonstrate experience with bookkeeping and accounting software applications Multi-task effectively in a fast-paced business environment Demonstrate good decision making skills so that a routine flow of activities can be carried out and handled appropriately Learn and perform tasks accurately using the MnSCU ISRS application Learn and perform tasks accurately using web applications, including Sharepoint and institutional reporting systems Demonstrate attention to detail and the ability to follow instructions Work collaboratively in a team environment Contribute to an entrepreneurial, innovative work team responsible for generating enrollment and revenue for the department and the university Understand and serve the needs of adult learners, working professionals, and business/industry partners Ability to represent the department in a professional manner Ability to anticipate and respond to the needs of a diverse range of customers in a respectful, culturally sensitive manner Education: Associate degree in Administrative Support, Computer Graphic Design, or Information Technology/Networking, is preferred. PROBLEM-SOLVING This position requires the ability to recognize problems and identify solutions in a timely and appropriate manner. This position requires the ability to know when to inform WSU officials and when to consult with the director and other staff about issues. Excellent critical thinking skills are a must to assess problems and create appropriate solutions. Creativity and analytical skills are essential when creating documents, developing and maintaining databases, developing marketing strategies, resolving problems for customers, and ensuring that all deadlines are met. This position must be flexible to meet the challenges created by an ever-changing and adapting OCED department. Problem solving for this position involves organizational scheduling skills, working with staff in student services, registrar, business, purchasing, marketing, finance, and travel areas to trouble-shoot issues, and applying WSU and MnSCU policies and procedures to a variety of situations. A flexible, customer-focused service approach to working with internal and external customers is required. Cultural competency and sensitivity to diversity is critical. A professional, business-like demeanor is necessary. OCED strives for continuous improvement, so a proactive approach to problems is desired. All OCED team members are encouraged to make suggestions for improving processes and work collaboratively with team members to implement improvements. FREEDOM TO ACT: This individual will need to be able to prioritize work, perform work, and supervise the work of students. The individual will be expected to manage complex daily responsibilities and assignments. This individual will be expected to maintain appropriate conduct at all times as a representative of the OCED department and the university. The individual will be expected to consult with and maintain strong communication with the supervisor concerning difficult situations, perceived challenges, risk management, and program progress. 5