The purpose of this position is under general supervision to provide logistical coordination and support for all facets of academic operations at the college. The position has responsibility for key functions driving the effectiveness of academic operations including: course scheduling, faculty work load tracking, MSCF contract, and administrative support functions.
1. Facilitate data management, tracking, and reporting, relating to academic operations. Assure effective and efficient use of resources in the academic unit, specifically related to faculty workload and course scheduling.
Gather information pertaining to faculty workload assignments, enter data into college Faculty Workload Management (FWM) system, and make adjustments as necessary. Serve as institutional expert on FWM, including troubleshooting, producing required and requested reports, and providing data analysis on various metrics as necessary. Monitor course fill rates and faculty workloads, providing regular reporting to the Dean of Faculty, and making adjustments as necessary. Provide Dean of Faculty with research and responses to schedule effectively and efficiently. Collaborate with the Registrar's Office to ensure consistent flow of information regarding course fill rates, course scheduling, and other key shared data points. Act as liaison to Minnesota State on NextGen issues related to academic operations.
Priority: EssentialPercent of Time: 35%
2. Manage academic course scheduling. Serve as primary manager of college's room scheduling management system (EMS) in relation to course scheduling.
Receive course schedules proposals from faculty. Under the direction of the Dean of Faculty, collaborate with faculty to make necessary adjustments and modifications. Enter course schedule data into necessary systems and databases. Coordinate necessary communications between deans, faculty, and the Registrar's Office to ensure necessary updates and changes are made in a timely fashion, and in accordance with college policy and deadlines. Collaborate with Executive Assistant for Academic Affairs on EMS and needed adjustments
Priority: EssentialPercent of Time: 15%
3. Provide administrative support to Dean of Faculty and Academic Operations, Custom Training, Continuing Education, and Secondary Relations operations.
Support all four functional areas with data tracking and data entry, including use of various databases. Gather, assemble, and compile information for reports and projects. Provide logistical support for the planning of meetings, classes, activities, and events. Attend scheduled meetings, take notes as requested. Assist in maintaining calendar schedules, and arrange for meeting locations, agendas, and materials. Draft correspondence as needed. Assist with assessment and evaluation activities as needed. Assist in creating, maintaining, and updating departmental policies, procedures, files, and other written documents. Maintain physical and electronic filing systems. Participate in activities needed to fulfill customer needs in Continuing Education and Customized Training.
Priority: EssentialPercent of Time: 45%
4. Perform other duties as assigned to ensure the smooth functioning of the department and maintain the reputation of the organization as a viable business partner.
Support other administrative operations as requested, including providing support to administrators related to the management of daily activities of the Red Wing campus and other duties as assigned.
Priority: SecondaryPercent of Time: 5%
Math – Sufficient to add, subtract, multiply and divide when working with budgets.
Typing/Keyboarding (40 wpm) – Sufficient to draft correspondence for the department.
Data Entry Performance – Sufficient to enter budget information into ISRS and approve TCFs.
English (Speaking and/or Writing and/or Reading Orally) – Sufficient to communicate with students and customers of the department via email and in person
Word Processing – Sufficient to draft correspondence for the department.
Spreadsheets – Sufficient to enter budget information and student information into databases and manipulate the data.
Database Management – Sufficient to enter date into the student databases and run ad hoc queries and reports.
Bookkeeping – Sufficient to monitor the department budgets and make recommendations.
Customer Service Skills – Sufficient to serve as receptionist for the department.
Development of administrative and programmatic procedures – Sufficient to assist with the modification and development of policies and procedures
Associate or Bachelor's degree
Three or more years of experience in an administrative support role
Work experience supporting senior leadership
Work experience in higher education
Demonstrated skill at multitasking and managing complex logistical operations
Demonstrated experience managing data, systems, and processes
Minnesota State College Southeast is a two-year technical and community college that prepares students for a lifetime of learning by providing education for employment, skill enhancement, retraining, and transfer, to meet the needs of students and the community. The Winona campus opened in 1949, merging with the Red Wing campus in 1992 and updating its name to Minnesota State College Southeast in 2016 with the change of mission to offer both technical training and the associate of arts degree. Minnesota State College Southeast is a member of Minnesota State. For more information, visit www.southeastmn.edu.
Desired Start Date: 08/02/2021
Internal Number: 1531
About Minnesota State College - Southeast Technical
Minnesota State College-Southeast Technical is dedicated to providing education for employment, skill enhancement, and retraining. The primary focus is to anticipate and meet the educational and training needs of students and employers. Southeast Technical provides students with a strong foundation of general and technical education opportunities for acquiring knowledge, skills, and attitudes for a lifetime of learning. The college anticipates and responds to global, technological, and social changes. Southeast Technical provides equal opportunity and recognizes individual needs in its education, service, and employment practices. Certificates, Diplomas, Associate in Science and Associate in Applied Science Degrees are awarded upon successful completion.