Office & Administrative Specialist - Intermediate - Military Veterans

Job Description

The Office & Administrative Specialist - Intermediate position is instrumental in the office management and day-to-day operations of the Office of Diversity & Inclusion (ODI). This position will provide general office support and administrative functions to assist ODI staff in fulfilling the campus DEI Plan and the ODI mission and vision. This includes a variety of clerical activities and tasks including but not limited to, answering incoming calls, managing the reception area, client relations, requisitioning supplies and maintaining a comprehensive calendar. This position will mentor and supervise student personnel, monitor/reconcile department budgets, and assist with marketing of outreach programs/events/services.

RESPONSIBILITIES

Responsibility #1: Office Management

• The OAS will maintain basic office manager functions; greet visitors, answer telephones, monitor department email accounts, maintain reception areas and relay messages as necessary.
• Keep inventory of equipment, various publications and items which relate to the programs of the ODI and the Centers.
• Develop processes for information communication and knowledge sharing within the office and centers.
• Serve as a key communicator to MSUM departments, community partners and other constituents with necessary and timely information.
• Maintain an overall department calendar for the office events, center programming and student worker projects and assist with programming.
• Collect and input information for annual reports and department work plans.
• Committee and task force meetings; keep committee membership up to date, invite members to meetings, prepare and schedule meeting rooms, prepare and send out agendas, attend and take minutes, upload all necessary documents to SharePoint.
• Assist with the scheduling and preparation of staff meetings, events, and reserving of spaces.
• Update office brochures, website content and other appropriate social media sites with assistance from staff.
• Post announcements and information to Dragon Central and Dragon Digest

Responsibility #2: Budgeting/Accounting

• Provide fiscal management to the Office of Diversity and Inclusion and associated financial accounts.
• Monitor and purchase office supplies along with other departmental purchases as necessary.
• Prepare and share monthly budget reports for Diversity and Inclusion accounts.
• Track deadlines for business office functions and send timely reminders to staff.
• Serve as an office department contact to Business services to keep staff up to date on procedures and forms.
• Assist staff in completing special expense forms, purchase orders, preparation of contracts, purchase orders, and processing invoices for payment.
• Assist with position searches when they occur; schedule search committee meetings, compile needed information, and assist with travel for candidates.
• Place requests with IT and work orders for maintenance services.
• Assist with the University Diversity plan, department strategic plan and other campus reports, collecting data, scheduling of meetings and completing report templates.
• Input student cohort data into the campus software management systems.
• Assist with travel plans for staff and students when appropriate, i.e., reserving vehicles and hotel rooms, completion of travel request forms and expense reimbursement forms.

Responsibility #3: Student Employee and Mentorship

• Provide leadership, guidance and development to ODI Student workers and diverse student organizations.
• Supervise, mentor and manage the ODI student employment program.
• Responsible for hiring, completing payroll, and professional developmental growth of student workers.
• Assist diverse student organizations with navigating expenditures, travel and ODI communication.
• Create awareness about student leaderships positions and off-campus employment.
• Serve as a liaison of communication to students on department scholarships.

Other duties as assigned.

Minimum Qualifications

• High School Diploma or equivalency in experience.
• Knowledge of and skill proficiency with a wide array of software programs such as Microsoft Office sufficient to create, maintain, edit and format documents.
• Written and spoken English, including the meaning and spelling of words, rules of composition, and grammar sufficient to perform the duties described above using reading, writing and speaking skills.
• Successful demonstration of financial account management, budgeting and expense monitoring.
• Experience supervising, communicating tasks, information and other important information.
• Successful demonstration of working with diverse populations and responding with sensitivity to their needs and concerns.

Preferred Qualification

• Project management experience.
• Supervisory skills sufficient enough to motivate, supervise, train and mentor student workers.

Other Requirements N/A

Work Shift (Hours / Days of work) M-F 8:00am - 4:30pm

Telework (Yes/No) No

About

MSU Moorhead is an inclusive university that pushes you to forge your own path. We embrace diversity of ideas and people with our core values of grit, humility and heart. Professors and peers will inspire you to blaze your own trail, supporting you every step of the way.