Office & Administrative Specialist Senior - Office & Employer Relations Coordinator (SS26006)

Salary Range

$21.90 - $29.65 / hourly; $45,727 - $61,909 / annually

Job Description

The Office & Employer Relations Coordinator provides essential administration, support, and assistance for the coordination and delivery of high-quality career development services and employer and industry relations to approximately 15,000 students, alumni, employers, faculty, staff, and other Career Development Center and University visitors. This position serves as the department lead for strategic office operations and reception desk functions including: assisting with employer relations communications, documentation, as well as event planning and execution in collaboration with the Director and Assistant Director; assisting with hiring, training, and supervising of front desk student staff; development, assessment, and documentation of front office procedures; development, implementation and assessment of department policies; administration and oversight of the department budget in collaboration with the Director; collaboration with staff on compiling, analyzing, and presenting data annually via internal and external reports; triaging, responding, and referring to ambiguous constituent inquiries leveraging critical thinking quickly and professionally; and represent the Department at campus meetings and events and represent the University at external meetings and events as necessary. The individual in this position is expected to maintain a professional and positive demeanor as an externally-facing representative of the University at all times. This position also assumes several general office functions involving assisting with the oversight of the Director’s schedule, maintenance of student employment records, assisting with the planning and booking of staff travel and expenses, maintenance of the organization of communal office areas, and monitoring, organizing, and ordering of office supplies and materials. Some evening and weekend work may be required. This position is not eligible for telework.

Minimum Qualifications

• Comprehensive knowledge of the principles and practices of office management sufficient to: plan, assign, and review the work of student staff; train and supervise student employees in specific tasks to improve and maintain performance levels; develop, implement, and maintain office procedures and work systems to resolve existing problems or respond to new systems or policies; develop deadlines for completion of work and special assignments.

• Ability to leverage excellent human relations skills and abilities to interact with others professionally and relate to multiple types of constituents (faculty, staff, students, parents, alumni, employers, etc.) in order to provide internal and external customers with information, assistance, and services. Issues are often complex, varied, and sometimes controversial.

• Ability to establish and maintain complex record systems (internal data tracking for annual reports, relationship management, event logistics, etc.) based on substantial program knowledge and superior organizational skills.

• Knowledge, experience, and ability to prepare and maintain budgets by: maintaining accurate records; tracking invoices and account statements; providing administration and management of the department’s overall budget; providing accurate budgetary updates to the director; and making budgetary recommendations.

• Knowledge of business English, spelling, and grammar sufficient to: effectively and efficiently perform the job duties described above using reading, writing, and speaking skills; answer phones, take messages, and respond in writing to inquiries via email; communicate effectively with external constituents; write, prepare, and edit reports and other materials leveraging correct spelling, grammar, punctuation, and sentence construction.

• Ability to prepare and analyze a variety of data, selecting relevant information for integration into meaningful reports and responses to requests for information.

• Knowledge and skills related to data entry, keyboarding, word processing, and spreadsheet management. Competent with technology such as Microsoft Office (Word, Xcel, Outlook, PowerPoint, Teams, Power BI), Zoom, D2L, etc.

Preferred Qualification 

• Demonstrated commitment to fostering a diverse working and learning environment.

• Experience working in a college/university setting.

• Evidence of previous student worker supervision.

• Understanding of University systems, academic cycles, calendar systems, and student life.

• Proven success working in a fast-paced, service-oriented, teamwork-driven environment.

• Ability to juggle multiple competing priorities for multiple staff members.

• Experience with ISRS student record system and career services management software (Handshake, Simplicity, CSO, etc.)

Other Requirements

Work safely at all times, which includes but is not limited to, participating and completing all required safety trainings, as well as performing all job tasks in accordance with Minnesota State University, Mankato policies and procedures utilizing appropriate tools, equipment and personal protective equipment.

The Minnesota State University, Mankato Annual Security and Fire Safety Report is available for your review. This report is required by federal law and contains policy statements and crime statistics for the University. The policy statements address the school’s policies, procedures and programs concerning safety and security. Three years’ worth of statistics are included for certain types of crimes that were reported to have occurred on-campus, or in other University affiliated locations. This report is available online at: http://www.mnsu.edu/safety/. You may also request a paper copy from University Security at 507-389-2111, or by emailing security@mnsu.edu.

Work Shift (Hours / Days of work)

Monday - Friday; 8:00 a.m. - 4:30 p.m.

Telework (Yes/No)

No - Based on the essential functions of this positions, MMB Policy #1422, and University policies relating to flexible work, this position is eligible for the following work modes:

• Exclusively On Campus: A position that requires the employee to perform all their work at their campus work location.

About

More than 1600 talented faculty, staff, and 1600 student employees with a wide variety of skills and backgrounds, support university operations every day. Our faculty and staff enjoy excellent benefits, a team environment and challenging careers. As an affirmative action/equal opportunity institution, we are committed to supporting the continued growth of our diverse community.

Destination 2030, the University’s strategic plan announced by President Edward Inch in August 2023, commits the University to making transformative strides in four main areas: being a lifelong provider of access to an equitable and affordable education; being a leader in transformational learning generating inspired action; being a nimble and innovative steward of resources; and being a community of care built upon diversity, inclusion, and belonging.

We also take the opportunity to recognize that we live, work, and learn in the homeland of the Dakota people, whose language frames our name - Minnesota State University, Mankato.