Job Description

Job Description

1. Provide Vice President for EM/SL with confidential administrative support and manage the overall functioning of the Student Life area to enhance and maximize the efforts of the Vice President.  function as a liaison for Vice President with WSU Administration (' 'President's office, Cabinet, MnSCU System Office, Student Life Directors, Faculty, Staff, WSU students, and their parents.)

• Determine procedure and priority to accomplish various work tasks for the Vice President.
• Establish office procedures and priorities; order and maintain office supplies.
• Oversee processing of incoming mail, taking appropriate action.
• Serve as Office Manager, greeting visitors, receiving, screening, and placing phone calls.
• Maintain the VP-EM/SL schedule and electronic calendar.
• Provide training non electronic calendar usage for office staff.
• Serve as a resource person (internally and externally) for questions regarding WSU Regulations, Minnesota State Colleges and Universities policies, and other general concerns.
• Work with the University Communications office to schedule VP-EM/SL media inquiries.
• Coordinate and support meetings of the Directors that report to the VP-EM/SL. Generate and solicit items for the agenda and coordinate media setup. Schedule periodic guests. Reserve conference room and corresponding media. Maintain the schedule of regular internal advisors. Follow up on requests for information, documents, and equipment from Directors and guest visitors.
• Schedules weekly meetings with the President of the Student Senate and the VP-EM/SL.
• Arrange special meetings, retreats, and conferences; coordinate travel and accommodations for Vice President and other administrators when traveling as a group, both on campus and off campus. Process State of Minnesota and Minnesota State Colleges and Universities Special Expenses form. Arrange dates, reserve appropriate space, and provide itineraries to all attendees.
• Generate all travel itineraries and accommodations for VP-EM/SL. Process the mandated State of Minnesota 1400 Travel Request forms for the Vice ' 'President's travel away from campus. Process Travel Expense Reports on expenses incurred.
• Coordinate development and maintenance of the web page of VP-EM/SL through regular meetings with the Communications office.
• Serves on Enrollment Analytics, Welcome Week, and other monthly committees.
• Maintain Vice ' 'President's filing system that includes confidential and sensitive information regarding personnel issues, in accordance with the current data privacy law and forms retention schedule. Archive pertinent records annually.
• Supports VP-EM/SL in the oversight of the Student Life budget: monitors budget, assists in determining which cost centers to use, reconcile balances.
• Function as the scribe for designated bargaining unit meetings. Maintains confidential files containing labor relations information.
• Security and Crisis Management: Assists the VP-EM/SL in coordinating efforts in crisis situations, harassment, medical emergencies, death, theft, or any other situations that requires confidential assistance from Student Life.

2. Serve as liaison for the VP for EM/SL

• Follow through on letters, phone calls and personal contact directed to the President, the VP-EM/SL and the Dean of Students from students and parents regarding conduct issues and personal and private concerns. Resolve issues or research to recommend course of action, set meetings or independently answer inquiries.
• Meet with students, procure records, research details, and confer with other System and University personnel to assure solutions that are in compliance with university regulations.
• Resolve issues, connect students with appropriate resources and agencies.
• The AA is a primary contact for general information regarding student information, i.e., advisor lists, current classes, professors, and directory information. In the event of student/family emergencies: you may be asked to communicate with the family and inform them of services WSU is able to provide (i.e., Counseling, Tutoring, etc.). In the event of death, coordinates with the Dean of Students Office to assist the family in arrangements planning to collect the studentâ™s  personal belongings and coordinate records of outstanding financial obligations and refunds. A sympathy note is sent on behalf of VP-EM/SL and his/her administrative assistant. Order flowers on behalf of WSU Student Life.
• Assist in disaster response as needed. Coordinate communication between students, parents, the Red Cross, the Student Senate, and other appropriate service agencies following off-campus student housing disasters (i.e., assist in coordinating clothing drives, food drives, and help with replacing computers and books through the WSU bookstore.)
• Establish office operational procedures, set priorities, develop systems and forms for departmental use, and create and maintain records and confidential files.
• Supervising

• Coordinates the overall workload of the Student Life Office so that work is accomplished professionally. Interviews, hires, trains, supervises, and evaluates student desk assistants to ensure responsibilities and procedures are followed by the VP-EM/SL. Interview, hires, trains, supervises, and evaluates student desk assistants to ensure responsibilities and procedures are followed by the VP-EM/SL.

• Chairs on-going meetings and training with student staff members.

3. Assists in coordination of WSU Registration Program and coordination of events in Kryzsko Commons for New Student Registration (April events in spring, June events in summer) . Duties include, but are not limited to:

• Assume leadership role by serving on Registration and Orientation Committee
• Collaborate with appropriate staff to set agendas, provide timelines for each registration event to assure deadlines are met
• Consult with individuals and areas with specific responsibilities for new student registration for timely completion of their duties, including maintenance, facilities, security, and parking
• Reserve facilities within adequate and appropriate time frame
• Coordinate program publication to assure accuracy of information
• Determine signage needs and follow-up with producing signs with on-and off-campus vendors
• Consult with WSU Maintenance on all aspects of setup and grounds preparation
• Prepare the stage for presentation
• Coordinate seating for special VIP guests, if needed
• Select menu and location, order food and tables, consult with Dining Services for quantities and setup, prepare ' '1400's and special expense forms for food orders
• Develop script for presenters
• Present with elevated level of visibility/availability during registration to assure event success
• Available continually throughout the week with new students and their parents answering questions.

4. Design and implement the Winona State University Fall New Student Welcome to involve participation by incoming new students and WSU Administration, Faculty and Staff

• Formulate the theme, process, and production of University Welcome event for new students and faculty and staff members
• Coordinate with Welcome Week Committee to disseminate information on all events
• Create media presentation and corresponding choreography
• Secure Cheer Team, Dance Team, and Mascot for event, and meet with them independently to assure program is of high quality
• Schedule date to coordinate with Fall Orientation for Incoming New Students and Faculty
• Promote the event with the campus community. Send announcement/invitations to all university employees and designated community members
• Reserve McCown Gymnasium and arrange set up of chairs, audio equipment and stage items
• Recruit university personnel to serve as needed
• Meet with Orientation Leaders to assure purpose and flow of the program is followed by students
• Invite and confirm speakers and greeters
• Design program and develop script. Review script with essential stage party members
• Arrange rehearsal for key participants
• Coordinate music performances with university members
• Coordinate promotion of event with Human Resources to send reminder letter to faculty with contracts sent in July; notify Security regarding event
• Send reminder notes to be read during Orientation Week at Leadership Retreat, Opening Day for Faculty, College Meetings and Department meetings
• Facilitate an all-university picnic lunch following ceremony: order tent and assure setup, assure delivery of city picnic tables, make food arrangements with local catering service
• Contact and confirm entertainment during the picnic
• Secure Administration support for closing offices on campus to support participation

5. Implementation of All Staff Retreats: The AA is a key member in helping to formulate the theme, process, and production of departmental All Staff Retreats for approximately 120 employees for the Division of Student Life.

• Reserve location and arrange set up of chairs, audio equipment and stage items
• Assist in designing the flow and progress of the program
• Invite and confirm speakers and guests, initiate contracts
• Design program pieces and develop agenda
• Meet independently with staff and community personnel to arranges details of event
• Arrange meetings with VP-EM/SL with key participants for program development

6. Central Depository for All SLD Reports

• Collect reports for the SLD End of Year Newsletter and Annual Report
• Compile the information edit for content and format
• Design with the guidance of MarCom, ensure documents are branded
• Prepare for print and posting on designated webpage
• Coordinate posting of the Annual Report on Open River

Minimum Qualifications

• Math -Sufficient to add, subtract, multiply and divide when working with budgets,
• Typing Keyboarding(40WPM)- Sufficient to draft correspondence for the VP,
• Data Entry Performance -Sufficient to enter budget information into ISRS (Integrated Statewide Record System) and databases utilized,
• English(Speaking and/or Writing and/or Reading Orally)- sufficient to communicate with customers of the department via email and in person,
• Word Processing- sufficient to draft correspondence for the VP,
• Spreadsheets -sufficient to enter budget 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 a representative for the department and greet customers,
• Lead Work Skills- sufficient to provide daily work to the students in the office and other members of campus of department timelines, and
• Development of Administrative and Programmatic Procedures -sufficient to continually monitor processes of the ' 'VP's Office and make suggestions for procedure modification.

Preferred Qualification 

• Considerable knowledge of all aspects of the University system in order to interpret policies and requirements.
• Independently write correspondence to major donors, legislators, the â˜Governor's office and the media as well as reports, press releases and other written materials.
• Elevated level of creativity and initiative, organizational skills, and multitasking abilities; and be knowledgeable on the budget system, and office procedures.
• Possess extensive detailed computer knowledge and skill, specifically Microsoft Word, Excel, Power Point, and preferably Microsoft Access, to accurately and efficiently perform duties related to scholarship administration.
• Excellent oral and written communication skills are essential.
• Ability to interact with a wide range of personalities and possess keen human relations skills. Outstanding customer service skills are necessary to carry out all the basic functions of this position.
• Serve as a resource for complex levels of confidential or sensitive information for students and personnel.   
• Supervisory ability.
• Flexible work hours to accommodate the various activities coordinated by this division.
• General knowledge of Minnesota Government Data Privacy and FERPA, WSU Policy, System Office Rules and Regulations, City of Winona laws, and budgetary manners.
• Ability to deal with difficult situations on a routine basis, performing both administrative and clerical services.
• Comprehensive knowledge of the University in its entirety and which departments to go to for information.
• Understand and effectively carry out oral and written instructions.

Other Requirements

• This position uses data classified as confidential, private, or sensitive regularly.
• This position requires an elevated level of human relations skills.   
• The person occupying this position must have the ability to supervise and coordinate employees and have a knowledge of contemporary office management practices.
• The person in this position must possess the social skills necessary to communicate with a diverse clientele effectively, the skill to cope with difficult persons, the ability to function effectively under pressure, and the compassion to help with stressful and emotional incidents.
• This position requires the employee to work with little supervision, make sensitive, immediate, professional, and accurate decisions. The AA must be able to supervise and coordinate the overall workload and events of the WSU Office for Student Life and Development.

Work Shift (Hours / Days of work) Academic Year: Monday-Friday, 8:00am-4:30pm; Summer: Monday-Thursday 8:00am-4:30pm

Telework (Yes/No) No

About Winona State University

Founded in 1858, Winona State University is a regional public university and the oldest member of the Minnesota State system. Offering more than 200 majors and programs, Winona State has the #1 Student Success Rate in the Minnesota State System with 92 percent of WSU graduates being hired in a field related to their degree.

Widely known for its stunning natural setting, the Winona campus is nestled between picturesque bluffs and the Mississippi River. WSUâ™s Rochester campus is located in Minnesotaâ™s third largest city - a dynamic hub for industry, arts, and culture, and consistently ranked as one of the best places to live in the U.S.

About Minnesota State Colleges and Universities, System Office

With its 31 institutions, including 24 two-year colleges and seven state universities, the Minnesota State Colleges and Universities system is the largest single provider of higher education in the state of Minnesota. The colleges and universities operate 54 campuses in 47 Minnesota communities and serve about 250,000 students in credit-based courses. Overall, the system produces about 33,500 graduates each year. In addition to credit-based courses, the system offers customized training programs that serve about 153,200 employees from 6,000 Minnesota businesses each year. The law creating the system was passed by the Minnesota Legislature in 1991 and went into effect July 1, 1995. The law merged the state's community colleges, technical colleges and state universities into one system. The system is separate from the University of Minnesota.

Connections working at Minnesota State Colleges and Universities, System Office

Job Tags

Summer work, Local area, Immediate start, Remote job, Flexible hours, Shift work, Monday to Friday,

Similar Jobs