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Working Title: Assistant to the President and Provost

Job Class: Office & Administrative Specialist, Principal

Agency: Minnesota State

• Job ID : 76880

• Location : Winona

• Telework Eligible : No

• Full/Part Time : Full-Time

• Regular/Temporary : Unlimited

• Who May Apply : Open to all qualified job seekers

• Date Posted : 05/21/2024

• Closing Date : 06/03/2024

• Hiring Agency/Seniority Unit : MN St Colleges & Universities / Winona State Univ-Conf

• Division/Unit : MnSCU Winona SU / MnSCU WIN

• Appointment Type : Unlimited, Full-time

• Work Shift/Work Hours : Day Shift

• Days of Work : Monday - Friday

• Travel Required : No

• Salary Range: $22.74 - $30.68 / hourly; $47,481 - $64,059 / annually

• Classified Status : Classified

• Bargaining Unit/Union : 217 - Confidential/Unrep

• FLSA Status : Nonexempt

• Designated in Connect 700 Program for Applicants with Disabilities (https://mn.gov/mmb/careers/diverse-workforce/people-with-disabilities/connect700/) : Yes

The work you'll do is more than just a job.

At the State of Minnesota, employees play a critical role in developing policies, providing essential services, and working to improve the well-being and quality of life for all Minnesotans. The State of Minnesota is committed to equity and inclusion, and invests in employees by providing benefits, support resources, and training and development opportunities.

A. Provide President and Provost with confidential administrative support and manage overall functioning of the Academic Affairs office.

1. Determine procedures and prioritize to accomplish a variety of work tasks for the President and Provost.

2. Maintain the President and Provost's electronic calendars.

3. Serve as a resource person (internally and externally) for university questions regarding Winona state regulations, Minnesota State Colleges and Universities policies, and procedures and other general concerns.

4. Serve as a liaison with students by responding to students via letters, phone calls and emails on issues of personal concerns. Resolve issues and/or recommend a course of action.

5. Meet with students, procure records, research details as needed to ensure solutions are following university regulations.

6. Recruit, hire, schedule, and train 2-4 student office assistants to the professional standard required in the President’s office. Delegate duties and oversee assigned projects.

7. Coordinate and support meetings of the Academic Deans Council. Generate and solicit items for the agenda. Schedule periodic guests. Reserve conference room. Maintain schedule of regular internal advisors. Follow up on requests for information, documents and equipment from Deans and visitors. Take notes at weekly meetings.Serve in a similar back-up role for cabinet.

8. Generate all travel itineraries and accommodations for the President and Provost. Process the necessary forms for timely reimbursement of all expenses.

9. Reconcile the President and Provost’s travel card expenditures monthly, attaching appropriate receipts for payment.

10. Coordinate development and maintenance of the President and Academic Affairs websites.

11. Maintain the office filing system that includes confidential and sensitive information regarding labor relations and personnel issues, in accordance with the current data privacy law and forms retention schedule. Archive pertinent records on an annual basis.

B. Serve as a resource to Provost’s Office on labor relations/contractual issues as defined under M.S 13.37.

1. Research and compile information pertaining to compensation, equity proposals, contractual benefits etc as needed under review during collective bargaining.

2. Collaborate with HR on scheduling grievance meetings pertaining to Academic Affairs division and ensuring proper documentation is gathered prior to meeting.Gather and prepare grievance file for Provost.Assist with drafting grievance responses.

3. Provide data and gather information to assist with development of a strike plan.

4. Maintain confidential files on salary information, sabbaticals, grievances, and other employment related matters for academic affairs division as defined under M.S. 13.37.

5. Assist Provost and President’s Office with duties in preparation for bargaining.Gather necessary information upon request for proposals and counter proposals, cost information etc. and assist with making recommendations for bargaining.

6. Compile and update the spreadsheets for the IFO, Adjunct, and Academic Affairs ASF Professional Improvement Funds applications and forward to the President’s Assistant by the due date. Collect the PIF reports from Deans, ensure the provost signs them, then forward them to the President’s Assistant.

7. Compile and update the spreadsheets for the IFO and Academic Affairs ASF sabbatical requests. Submit to the President’s Assistant by the due date. Collect the Sabbatical reports from the Deans, ensure the provost signs them, then forward them to the President’s Assistant. Complete the annual Sabbatical Report for the System Office.

8. Prepare the IFO Promotion and Tenure files for review by the provost. Ensure files are complete and documents are completed as required. Draft and send memos to faculty at the provost’s direction. Schedule meetings with faculty and the provost as requested. Submit the files to the President’s Assistant by the due date.

C. Responsible for coordination of WSU's Commencements and serve as chairperson for the Winona State University Commencement Committee.

1. Chairs the Commencement Committee as appointed by the provost. Incumbent oversees details of Commencement. The committee’s first charge is coordination of all activities for commencement ceremonies in December and May.

2. Set schedules for committee meetings – one meeting early in the semester and one meeting on the Tuesday or Wednesday following commencement (faculty duty days)

3. Set agendas, provide timelines for each commencement to ensure deadlines are met

4. Follow through on recommended policy and procedure changes with the President and update the campus community of changes.

5. Consult with individuals and areas with specific responsibilities for commencement for timely completion of their duties, including the Registrar’s staff, Maintenance, Facilities, Creative Services, TLT, HBC, Chartwells, Music, Security and Parking. Send work order requests or emails to each group.

6. Schedule weekly meetings with the Registrar’s staff throughout the semester to ensure everything goes smoothly.

7. Consult with appropriate individuals to make decisions (in consultation with the Provost) in cases of emergency, i.e. pandemics, weather conditions

8. Reserve facility including overflow viewing areas.

9. Coordinate program publication to ensure accuracy of information.

10. Recruit, hire and train ushers.

11. Schedule and present at the student and stage party rehearsals the day before the ceremonies.

12. Contact potential Junior Honor Banner candidates; secure a banner carrier for each college and the university in a timely fashion. Verify correct information to candidates for the program. Prepare and send congratulations letters from President. Share information with the Scholarship Coordinator for the WSU Foundation for stipend.

13. Submit work orders to WSU Maintenance for all aspects of set-up and grounds preparation, including tables for the flower vendor and signature books and placing the bell.

14. Prepare the stage for the ceremonies – arrange for décor; chairs, stage party binders, water bottles, hand sanitizers, international flags, Mace stand (from President’s office).

15. Coordinate seating for special VIP guests (President’s spouse and guests, student speaker’s guests, emeriti faculty guests, retirees and their guests, honor banner carrier families, Alumni representative, senior citizens, etc.. Prepare chart of reserved seating for the ushers.

16. Process stipends for the Symphonic Wind Ensemble members and soloist.

17. Process student appeals to participate in the ceremony.

18. Be present with high level of visibility/availability during commencement to ensure event success.

19. Arrange for sign language interpreter and complete all hiring and payment paperwork, as needed, for ceremony and rehearsal.

20. Invite faculty to participate in the faculty applause tunnel and to attend the ceremony in the gym. Work with the Human Resources staff who oversee the line-up on Commencement Day.

21. Coordinate the university-wide communications regarding commencement with the Mar Comm staff.

22. Work with HR and the President’s Assistant to present awards to emeriti faculty during the ceremonies.

23. Write the scripts for the student and stage party rehearsals and the ceremonies. Prepare stage party binders.

24. Invite and coordinate volunteer ambassadors to serve as guest liaisons on Commencement Day. Write and print instruction sheet for them.

25. Serve as main contact for the external photography company contracted to take souvenir photos for graduating students, process commission checks.

26. Serve as main contact for the external company contracted to sell flowers and other gift items to guests, process commission checks.

27. Work with the Student Senate Academic Affairs chairperson to nominate students to serve as speakers for each ceremony. Put together timeline. Reserve meeting times on the President’s calendar. Work with the students and MarComm to get bios and photos of each speaker in time to be printed in the program.

28. Follow WSU Regulation 3-31 for awarding of Posthumous Degree, if needed.

29. Arrange for four door holders for the Somsen big steps for each Spring ceremony.

30. The committee’s second charge is to review nominations of candidates for honorary degrees and make recommendations to the President.

31. Oversee the process of WSU regulation 3-23, Granting of Honorary Doctorate Degree

32. Advise Vice President when to send notifications to WSU community soliciting nominations.

33. Coordinate documentation for nomination for Provost to review and forward to the appropriate academic unit for faculty review and recommendations.

34. Ensure all deadlines for recommendations and Meet & Confers are met.

35. Forward Committee’s recommendation to President

D. Plan Prepare for, and execute special events hosted by the President, and oversee the calendar and agenda for the Winona State University Welcome Week for WSU employees: Administration, Faculty and Staff and coordinate Academic Affairs events during the week.

1. Plan and coordinate with others the President’s annual holiday gathering; set date, schedule location, review invitation list, develop and send invitations, order food.

2. Coordinate with others on meetings, receptions, luncheons, dinners, as requested by the President; determine and arrange meeting venue, make reservations, extend invitations on behalf of the President, order food, ensure completion of all incidental arrangements for event, prepare background information, process the necessary paperwork for costs involved.

3. Schedule the initial meeting during late February of those on campus who hold events during Welcome Week for incoming students,and all faculty, staff, and administrators.

4. Create, edit, and post the Welcome Week Calendar and Agenda (of faculty and staff events) on the website.

5. Promote welcome week events to the campus community. Send announcement/invitations to all university employees and designated community members.

6. Assist with the New Student Welcome and Picnic for faculty, staff, and new students.

7. Coordinate the Welcome Week Leadership Workshop: make logistical arrangements, including refreshments/provide Cabinet and others with equipment and materials as needed; compile list of attendees; send invitation and reminders.

8. Coordinate the All-University Welcome: make logistical arrangements, work with HR to identify new employees, send list of new employees to supervisors to get photos; write stage party script; prepare PowerPoint; ask President to invite legislators or others, if desired.

E. Oversee and monitor Academic Affairs budgets

1. Coordinate internal budgets for the provost to ensure accuracy.

2. Monitor budget status periodically, adjust as needed, and report to provost.

3. Oversee all budgets that are the provost’s responsibility, identify funding sources, and check the appropriateness of the provost authoring payment for expenditures

4. Prepare annual data for carry forward review.

5. Reconcile budget lines items.

F. Serve on the Calendar Committee

1. Prepare two to three years of draft academic calendar.

2. Coordinate, participate in, and take minutes for all meetings of the Calendar Committee.

3. Ensure each constituent group on campus receives the calendar to review and comment on prior to a memo being sent by the Provost to the President for final approval.

4. Review Faculty Duty Days calendar as presented by the Faculty Senate to ensure appropriate number of duty days and post the calendar online.

5. Prepare the academic year calendar for inclusion in the University catalogs and posting on the website.

6. Processes are ongoing with three years lead time.

G. Create and distribute Winona State University’s Academic Deadline and Personnel Decision Deadline Calendars. Perform other duties as assigned by supervisor.

Minimum Qualifications

· Three years of senior assistant or office manager experience supporting a senior level position.

· Excellent interpersonal and communication skills (written and oral); ability to interact with diverse populations.

· Excellent decision-making skills, including critical thinking; practice good judgment and discretion to meet the demands of a varied workload that involves frequent interruptions.

· Knowledge of established office practices and procedures, and initiative to provide opportunities and/or training for on-going skills development for self and office staff.

· Ability to deal with highly confidential information.

· Ability to establish and maintain effective working relationships with administrators, faculty, staff, students, and the public.

· Analytical skills to research facts for recommending courses of action to problems/concerns that are brought to the attention of the president and provost.

· Knowledge in the principles of budgeting and accounting.

· Strong organizational and multitasking abilities, and a high degree of autonomy and self-motivation, and the ability to work independently and meet deadlines.

· Professional image conveyed to clientele and good public relations practices. Work under stressful conditions and maintain emotional poise.

· Demonstrated ability to apply excellent decision-making skills, objectivity, compassion, desire and ability to seek solutions that are win-win.

· Incumbent possesses ability to “troubleshoot” situations and skills in conflict resolution.

· Proficient computer knowledge, including Word, Excel, Access, PowerPoint, and Outlook to perform accurate and efficient duties related to office management for the President and Provost

Preferred Qualifications

· Bachelor’s degree

· Comprehensive knowledge of State of Minnesota, Minnesota State Colleges and Universities, and Winona State University policies and procedures.

· Proficiency with Minnesota State Colleges and Universities systems for tracking financial, student and personnel records.

· Database management experience.

· Experience working in an academic environment.

· Experience working in a bargaining unit environment.

Additional Requirements

1. In a cover letter,submit a statement explaining their personal or professional experiences in working with diverse populations (such as persons from differing race / ethnic background, sexual orientation, age, gender, or mental and physical ability) as well as how the applicant would contribute toward a diverse and inclusive academic and employment culture and community at Winona State University.

2. In accordance with the Minnesota State Vehicle Fleet Safety Program, employees driving on college/university business who use a rental or state vehicle shall be required to conform to Minnesota State's vehicle use criteria and consent to a Motor Vehicle Records check.

AN EQUAL OPPORTUNITY EMPLOYER

Minnesota State Colleges and Universities is an Equal Opportunity employer/educator committed to the principles of diversity. We prohibit discrimination against qualified individuals based on their race, sex, color, creed, religion, age, national origin, disability, protected veteran status, marital status, status with regard to public assistance, sexual orientation, gender identity, gender expression, or membership in a local commission as defined by law. As an affirmative action employer, we actively seek and encourage applications from women, minorities, persons with disabilities, and individuals with protected veteran status.

Reasonable accommodations will be made to all qualified applicants with disabilities. If you are an individual with a disability who needs assistance or cannot access the online job application system, please contact the job information line at 651-259-3637 or email careers@state.mn.us . Please indicate what assistance is needed.