REPORTABILITY DIMENSIONS OFFICE OF THE CHANCELLOR
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1 MINNESOTA STATE COLLEGES AND UNIVERSITIES OFFICE OF THE CHANCELLOR POSITION DESCRIPTION A Employee Name: Position Control Number: Division: Winona State University Activity: Classification Title: Office & Admin Specialist Senior Working Title: Administrative Assistant Prepared By: Appraisal Period: To EMPLOYEE SIGNATURE/DATE SUPERVISOR SIGNATURE/DATE (This position description accurately reflects my current job) (This position description reflects the employee's current job) POSITION PURPOSE: This position provides supervisory, managerial, and office support services for the Dean and the College of Business (COB). This position serves as liaison between the dean and the faculty, staff, students and other constituents. REPORTABILITY Reports to: Dean, College of Business Supervises: 1 student worker Provides Lead Work: 3 permanent office administrators (AFSCME) employees. DIMENSIONS Budget: Monitors all budgets for the College of Business Dean s Office Clientele: Dean, College of Business Five Department Chairpersons (Accounting, Business Administration, Economics, Finance and Marketing) Approximately 41 fulltime faculty (Winona and Rochester campuses) One part time Career Services Liaison One full-time Advising Coordinator Three Department Office Managers This position works with a wide range of offices within the university community, but mainly with Academic Affairs, Affirmative Action, Human Resources, Registrar s Office, Business Office, Finance and Administrative Services, and Facilities. Make 3 Copies: Employee, Supervisor, Personnel Office
2 POSITION DESCRIPTION B EMPLOYEE NAME: Principle Responsibilities and Tasks 1. Plan, organize and direct administrative affairs of the College of Business office to enhance and maximize the efforts of the Dean. Coordinate and foster collaboration among all college faculty and staff on the Rochester and Winona campuses. Serve as a resource to department chairs, faculty, staff and students regarding processes, policies and procedures on admission to the COB, prerequisite issues, MnSCU reports, bargaining unit details, budget data, deadlines, etc. Listen and respond to student requests, problems, questions, and complaints. Seek resolution to issues and/or make appropriate referral. Assist in orienting new faculty members to university/department policies and procedures. Manage the dean s calendar within the parameters and guidelines provided by the dean. Appointments involve contact with students, parents, faculty, administrators and staff, community members, etc. Schedule and coordinate arrangements for college-wide meetings and events. Evaluate and process forms such as faculty absence, travel requests, 1400 forms, and foundation disbursements. Supply answers to daily inquiries of a routine nature and determine appropriate referrals when necessary. Maintain good communications and working relationships between current and prospective students, parents, faculty and staff on a daily basis. Monitor all University deadlines and advise the dean, chairs, directors, and office administrators regarding deadlines for class schedules, budget details, promotion/tenure applications, professional improvement grants, catalog copy, etc. Compose, type, proof, duplicate, and distribute letters, memos, committee agendas and minutes Organize and maintain accurate central files and ongoing AACSB records. In consultation with the dean, prepare and record AACSB surveys/questionnaires (Salary Survey, BSQ Survey) pertaining to enrollment of students, number and salaries of faculty in the COB, financial data, etc. Manage travel requests and arrangements for the dean. Interview, hire, and train new student worker(s), arrange work schedule and process student time sheets electronically. Advise the dean of any current or potential non-compliance with college, university or MnSCU policies that fall within the scope of responsibilities. Review applications for COB scholarships ensuring applicants meet criteria, create spreadsheet and distribute to department chairpersons, notify the Advancement Office of the selections. Priority: A Discretion: A Percent of Time: 55 Essential Function: Yes
3 2. Provide input into the development and consistent implementation of college-level policies related to the COB admission process, provisional admission, enforcement of prerequisites and process for issuing class permit cards. Review applications for student s admission to the College of Business ensuring students have met all admission criteria. Record information in MnSCU, process admission applications using the online workflow process. Inform students of their admission status and make recommendations on steps to take if they have not met all criteria. Work closely with the COB Advising Coordinator on processing provisional admission requests and make recommendations on irregularities. Process requests for class permit forms, especially critical for students taking 300/400 level COB courses, scrutinizing to make sure students have met all prerequisites (i.e. courses, number of credits, admission to the COB, etc). Process requests for class permit forms from non-cob majors, ensuring they have approval from the instructor and have met all criteria. One month before next semester begins, check to make sure students have met all prerequisites in order to remain enrolled in Finance 360 and Management 495. Inform the students and send an to the Registrar s Office to drop students who have not met the prerequisites. Priority: A Discretion: A Percent of Time: 10 Essential Function: Yes 3. Review and Edit Class Schedules and Faculty Contracts Scrutinize all TCF s (Term Course Form) to make sure information is correct, approve and forward via workflow. Inform dean of any potential scheduling problems. Process fall and spring adjunct and overload contracts as well as summer faculty contracts verifying for accuracy before approving and forwarding to the dean via workflow. Initiate new faculty contract requests consistent with collective bargaining agreement. Evaluate and process fiscal year contracts for returning faculty according to Human Resources guidelines in accordance with the Contract Roll. Meet with Human Resources personnel to confirm fiscal year faculty contracts. Create Faculty Load Study spreadsheet by fiscal year comparing load (teaching, research release, chair release, overload, itv, etc.) for accuracy. Priority: A Discretion: A Percent of Time: 10 Essential Function: Yes
4 4. Oversee and monitor the dean s budgets and apprise the dean of the current status of the budgets. Budgets include the operating, reserve, innovation, equipment, travel, work study, Foundation, unclassified and classified salary budgets. Utilize the MnSCU computerized accounting system to access up to date budget information for the College of Business. Request budget transfers, review budgets and provide the dean with status reports as needed; record college budget allocations, transfers and expenditures. Adhere to organizational policies and procedures when requesting or processing 1400 forms and expense reimbursements; initiate and process travel forms for the dean. Understand how internal budget system operates including purchasing guidelines/restrictions and how to request internal transfers between various accounts. Meet with budget director of Finance and Administrative Services to review faculty salary rosters at the beginning of each academic year to confirm accuracy. Review unclassified salary roster to verify accuracy. Review for accuracy the Credit Hour and Unclassified/Classified FTE report received from the budget director which is used for the next year s academic operating model budget. Advise the dean of adjustments which need to be made. Priority: A Discretion: A Percent of Time: 10 Essential Function: Yes 5. Review, evaluate and process student generated forms. Review all arranged class, independent study and internship application forms to make sure student meets all qualifications. Electronically process them and notify the Registrar s Office and student so registration process is completed in a timely manner. Evaluate electronic change of grade forms and approve. Non-routine requests are brought to the dean s attention for review and approval. Evaluate and review course substitution forms to make sure they are completed correctly, approved by the advisor and appropriate department chairperson and give to dean for approval, record on spreadsheet and forward to Registrar s Office. Review credit overload requests making sure form is complete, forward to dean for approval, electronically give override to student. Monitor and maintain security for department materials; particularly confidential materials. Evaluate and process student generated requests for credit by exam. Priority: A Discretion: A Percent of Time: 5 Essential Function: Yes
5 6. Assist the dean with paperwork for faculty personnel issues which include professional improvement funds/applications, promotion and/or tenure, sabbatical requests, professional development plans and reports and the search process. Review promotion and/or tenure applications to make sure everything is complete (information is correct, forms contain necessary information, signed etc.) Complete the information summary form for each applicant and submit the applications to the Academic Vice President by the established deadline. Prepare a spreadsheet for all sabbatical requests to include the salary, sabbatical year salary (calculated on the type of sabbatical requested and number of previous sabbaticals), replacement costs, etc., and furnish information to the dean and Office the Academic Vice President. Create AACSB file for COB sabbaticals, promotion and tenure, maintain spreadsheet which includes all relevant information. Maintain spreadsheet for all faculty as it relates to the Professional Development Plan/Report (i.e. status, rank, department, date plans/reports are due and date by which dean must respond. Schedule meetings with the dean as required by the MnSCU/IFO Contract. When PDP/PDR process is complete update spreadsheet, distribute plans/reports according to MnSCU/IFO Contract and maintain file for the Dean s Office. Assist dean in the processing of search documents, create and maintain search files. Remind faculty when Professional Improvement Fund (PIF) applications are due and forward to the dean. Maintain AACSB file for PIF and/or other grants awarded to COB faculty. Priority: A Discretion: A Percent of Time: 5 Essential Function: Yes 7. Maintain Sedona database essential to AACSB accreditation. Serve as the contact for COB faculty and staff regarding the ETS and CAAP exams. Create an initial record for each new faculty member in Sedona. Serve as a resource for faculty regarding information contained in the database. Enter class schedules for each faculty member and make sure syllabi for each class are uploaded. Run accreditation reports from Sedona and correct any irregularities. Coordinate the details for students taking the ETS and CAAP exams. Order the exams, provide training to faculty administering the exams, work with IT staff on logistics, and provide reports when requested. Priority: A Discretion: A Percent of Time: 5 Essential Function: Yes
6 POSITION DESCRIPTION C EMPLOYEE NAME: NATURE AND SCOPE: (RELATIONSHIPS; KNOWLEDGE, SKILLS, AND ABILITIES; PROBLEM - SOLVING AND CREATIVITY; AND FREEDOM TO ACT) RELATIONSHIPS: This position serves the College of Business Dean s Office with the complex responsibility of coordinating the daily operations for the College of Business Dean s Office. This individual is in contact with a wide range of constituents on both the Winona and Rochester campuses including administrators, faculty, staff, department chairpersons, advisory boards, accreditation team members, prospective students and parents and the public. KNOWLEDGES, SKILLS, AND ABILITIES: Minimum Qualifications: Math Sufficient to add, subtract, multiply and divide to manage various budgets. Typing/Keyboarding (60 wpm) Sufficient to type correspondence Database Management Sufficient to enter and analyze budget information, accurately record data in ISRS, create/approve faculty contracts, TCFs, etc. and run queries and reports. English (Speaking and/or Writing and/or Reading Orally) Sufficient to communicate with constituents of the department via and in person. Word Processing Sufficient to draft correspondence Spreadsheets Sufficient to enter data and formulas and manipulate that information through queries, reports, etc.. Accounting/Budgeting/Expense Sufficient to monitor budgets, analyze discrepancies and irregularities, record expenditures, identify shortages and make recommendations on resolution. Customer Service Skills Sufficient to greet customers and respond to inquiries in a kind and courteous manner. Lead Work Skills Sufficient to provide direction to other office administrators in the COB. Development of administrative and programmatic procedures Sufficient to assist with the modification and development of policies and procedures. Preferred Qualifications: The preferred candidate would have the following abilities, knowledge and skills: Knowledge of MnSCU policies and procedures. Experience with union contracts, IFO preferred. Knowledge of Data Privacy Laws Effective human relations skills to deal with a variety of sensitive and confidential situations while maintaining a high degree of confidentiality. Strong organizational and management skills to exercise sound judgment. Ability to be flexible, to multitask, organize, and prioritize responsibilities under stressful conditions to meet a demanding workload while adhering to strict deadlines. Comprehensive knowledge of Winona State s, MnSCU s and the State of Minnesota s administrative structure to insure proper procedures are strictly followed. Proficient computer skills in Word, Excel, Outlook, and database development and management. Thorough knowledge of office procedures and practices and ability to provide training to develop the skills of self and co-workers.
7 Ability to establish and maintain strong and effective working relationships with administrators, faculty, staff, students, prospective students and the community. Ability to analyze and research facts for recommending actions to problems that are brought to the attention of the dean and department. Excellent oral and written communication skills to allow interaction with diverse populations. Must possess excellent skills in making decisions while being objective and understanding. Strong knowledge in accounting and budgeting principles and ability to analyze data and prepare and summarize that information into reports. Ability to troubleshoot and resolve conflicts within the working environment while maintaining a high degree of professionalism Meticulous attention to detail and ability to work independently on several projects at a time. PROBLEM SOLVING: The incumbent is expected to identify problem areas and offer potential solutions. A major problem-solving area is being able to recognize true problems so that satisfactory solutions can be achieved. The incumbent must be able to decide when to solve problems directly and when it is appropriate to involve the dean, department chair, or faculty member. FREEDOM TO ACT: This position by virtue of screening, referring and responding to virtually all contacts with the dean s office performs duties with minimal supervision. Incumbent is expected to perform difficult and varied tasks and must demonstrate good judgment and initiative with considerable independence. Non- routine matters are discussed with the dean.
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