Office & Admin Specialist Sr - Executive Assistant bei Minnstate

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Working Title:

Office & Admin Specialist Sr - Executive Assistant

Institution:

Bemidji State UniversityOffice & Admin Specialist Sr

Bargaining Unit / Union:

217: Commissioner's Plan - Confidential

City:

Bemidji

FLSA:

Non Job Exempt

Full Time / Part Time:

Full time

Employment Condition:

Classified - Unlimited

Salary Range:

$19.87 - $28.31

Job Description

Bemidji State University (BSU) and NORTHWEST TECHNICAL COLLEGE (NTC) invites qualified applicants to join our team as the Office & Administration Specialist Sr (OAS Sr) – Executive Assistant. The Executive Assistant provides advanced confidential administrative and operational support to both the Vice President for Student Affairs (VPSA) & Vice President of Finance & Administration (VPFA) under general supervision. This dual-reporting role supports two critical divisions for both BSU and NTC and requires exceptional organizational, strategic problem-solving, and strong communication skills with internal and external parties.

The Executive Assistant serves as a key liaison among BSU & NTC leadership, faculty, staff, students, external stakeholders, and Minnesota State system colleagues; ensuring the effective coordination and communication of institutional priorities related to student experience and financial stewardship.

Responsibilities of the Executive Assistant include:

• Administrative & Executive Support. (Percent of Time: 40%)

  • Providing high-level administrative assistance to the VPSA and VPFA including complex calendar management, travel planning, document preparation, and expenditure processing.

  • Drafting, editing, and managing correspondence, presentations, reports, agendas, minutes, and briefing materials tailored to a wide range of audiences with accuracy and appropriate tone.

  • Acting as a primary point of contact and communication channel for the offices of the VPSA and VPFA; serve as the front of face for Student Life, developing intentional positive recognition amongst student leaders.

  • Anticipating the needs of both executives and proactively managing changing priorities and emerging issues.

  • Managing and responding to the VPSA and VPFA email, responding to VPSA phone calls.

  • This position assists in the identification and investigations of existing or potential problems, formulating solutions, presenting options which assist with the implementation of policy-driven solutions, and implementing solutions.

• Office Operations & Coordination. (Percent of Time: 30%)

  • Overseeing daily operations for both executive offices, including setting procedures, organizing workflows, and maintaining confidential records.

  • Tracking and reconciling budgets and expenses; processing financial transactions and purchasing documents.

  • Monitoring timelines and deliverables for strategic initiatives related to student engagement, fiscal planning, and administrative effectiveness, maintaining or managing data for required reporting.

  • Managing leave requests, contract approvals, expenditures, and ensuring compliance with institutional processes and Minnesota State guidelines.

  • Coordinating and overseeing the contract creation, review, and signature process with the ability to utilize e-signature (DocuSign) in the name of the VPSA and/or VPFA. 

  • As needed and when appropriate, preparing and issuing formal Requests for Bid (RFB) and Requests for Proposals (RFP) and arranging publication details. Guiding, reviewing, and processing purchasing and contracting transactions (purchase orders, contracts, and purchasing card transactions) in compliance with Minnesota law, Minnesota State procedures, campus policies for BSU and NTC, and other miscellaneous obligations.

  • This position plays a key role in the contract management process and collaborates closely with BSU, NTC, and System office officials to ensure timely workflow through Workday.

  • Maintaining confidential records, files, and documentation in accordance with institutional and regulatory guidelines.

  • Maintaining key data sources and compiling reports for internal and external use. Overseeing assessment efforts related to data collection for the VPSA & VPFA functions.

• Communication & Institutional Liaison. (Percent of Time: 20%)

  • Serving as the liaison between the VPSA and VPFA and students, faculty, staff, administrators, Minnesota State personnel, and external partners; establishing a known and welcoming point of contact for students as the front of face for the Office of the Dean of Students.

  • Bolstering and serving front of face for efforts related to diversity, equity, inclusion, and student belonging.

  • Leading or supporting strategic communication related to programs, financial initiatives, online presence, and institutional compliance.

  • Processing requests by the Records Office to administer BSU & NTC conduct background/clearance check requests, all which are highly confidential.

  • Processing Leave of Absence Requests.

  • Coordinating MSUAASF, MAPE, and AFSCME agenda items and the Student Life and Finance & Administration monthly reports for meeting and confer meetings. 

  • Monitoring division of Student Life and Finance and Administration websites.

  • Providing exemplary service to students, families, and community members; establishing a known and welcoming point of contact for students as the front of face for the Office of the Dean of Students.

  • Assisting students in crisis or need; coordinating referrals to housing, food, or financial or emergency services.

• Event/Project Management. (Percent of Time: 10%)

  • Managing meeting logistics including, but not limited to, scheduling, agenda creation, typing of minutes, room reservations, room set up, AV functionality, presentation material creation, document editing, and catering logistics.

Salary Range:

Depends on Qualifications; current pay range is $22.23 - $30.09 per hour.

Minimum Qualifications

• Customer service skills sufficient to effectively communicate on the phone, in person, and online, to provide effective general and specialized office support (this requires common courtesy, tact, interest in positive problem solving, empathy, and the ability to organize ideas logically).

• Proficiency with productivity and task management software such as Microsoft Teams, Microsoft To Do, Microsoft Outlook, Teams, Zoom, etc. Knowledge and experience with database management and standard computer software programs for word processing, spreadsheets, and databases sufficient to create, modify, protect, and manage them (e.g. Microsoft Office Suite including Word, Excel, PowerPoint and Access).

• Communication skills are sufficient to write, prepare and edit reports, correspondence, procedures, presentations and other documents using proper business grammar, spelling and punctuation with excellent attention to detail and accuracy.

• Demonstrated problem-solving skills and use of professional judgment to resolve complex issues in a timely manner by using prioritization. 

• A demonstrated commitment to the principles of diversity, equity, inclusion and anti-racism.

Preferred Qualification 

• Bachelor’s degree in public administration, higher education, business, or a related field.

• Five (5) years of executive or senior-level administrative experience, ideally in higher education or a public institution.

• Familiarity with Minnesota State policies, processes and collective bargaining agreements.

• Prior experience with contract management, procurement, and financial transactions in a regulated environment.

• Knowledge of the Family Education Rights and Privacy Act (FERPA), public records regulations, and ethical standards in higher education.

• Advanced spreadsheet skills (e.g. Excel) and experience with website software (e.g. WordPress).

• Demonstrated ability to leverage positionality of supported positions to advance efforts related to diversity, equity, and inclusion.    

Other Requirements

• All applicants must be able to lawfully accept employment in the United States at the time of an offer of employment.

• Employment for this position is covered by the collective bargaining agreement for the American Federation of State, County & Municipal Employees (AFSCME) bargaining unit, which can be found at:  https://mn.gov/mmb/employee-relations/labor-relations/labor/afscme.jsp.

• In accordance with the Minnesota State Colleges and Universities (MinnState) Vehicle Fleet Safety Program, faculty and staff driving on college/university business, who use a rental or state vehicle, shall be required to complete a vehicle Use Agreement form and conform to MinnState’s vehicle use criteria and consent to motor vehicle records check annually.

• BSU and NTC are tobacco free workplaces (see policy).

Internal Bid Process – Open for Bids from eligible AFSCME members from 9/15/2025 – 9/22/2025. Any current employee interested in this position and eligible to bid should submit a Bid Application by 4:30 p.m. on Monday, September 22nd, 2025 to Mary Miller in the HR office at [email protected]. The bid form may also be found on the Human Resources website.

Note: Internal bid applications will be considered prior to filling the position via the public application process and, therefore, this posting may be closed due to contractual obligations.

Work Shift (Hours / Days of work)

Unlimited, Full-time / Non-exempt; Monday – Friday 8:00 a.m. – 4:30 p.m.

Telework (Yes/No)

Telework currently not available for this position.

Inquiries about the position:

About

UNIVERSITY / COMMUNITY

WHY BEMIDJI:

It’s more than a job. It’s an opportunity for the extraordinary.

           

On the idyllic shores of Lake Bemidji, cradled among the limitless natural beauty of the North Woods and neighbored by Minnesota’s three largest Indigenous nations, Bemidji State University and Northwest Technical College offer opportunities for the extraordinary.

Bemidji State University has been ranked as one of the top 30 public institutions in the Midwest region by U.S. News & World Report each year since 2019. BSU offers its diverse student body a comprehensive spectrum of opportunities with nearly 120 undergraduate degrees and emphasis areas in more than 50 areas of study, 14 pre-professional programs, and 14 graduate programs and certificates.

As Bemidji State continues its second century of service, our vision is simple: we educate people to lead inspired lives. To achieve this, BSU centers diversity, equity and inclusion as a core value and strives to create a campus culture in which all members are free to be their authentic selves. BSU also proactively engages with Indigenous communities in northern Minnesota and nationwide toward its goal of becoming a destination university.

Northwest Technical College, one of only three pure technical colleges remaining in Minnesota, helps around 1,000 students align their education with their employment goals. NTC offers more than three dozen certificates, diplomas, and degrees in five career paths. For more than 50 years, NTC has prepared students for fulfilling careers in well-paying, in-demand fields. NTC's accessible, affordable, hands-on programs also help employers meet their ever-growing need for a highly skilled workforce. With an open-enrollment policy and affordable tuition, NTC meets students where they are with a convenient mix of on-campus, online, and hybrid courses.

BSU and NTC are members of the Minnesota State system of colleges and universities, the third-largest system of higher education institutions in the United States. The schools share a unique alignment, with administration and student services generally having dual responsibilities to serve both campuses. Through this alignment, NTC students can take advantage of services, support, activities, and opportunities at BSU that expand and enhance their college experience — such as full access to BSU’s library and the ability to live in BSU’s on-campus resident housing.

For the first time, a joint strategic planning process will guide the future directions for both institutions. The schools are pursuing four shared strategic priorities: student success, the Nisidotaading initiative, northern distinction, and telling our story. These priorities will serve as the foundations for master planning processes for facilities, academic programs, fundraising, information technology, intercollegiate athletics, and diversity, equity, and inclusion, among others.

The Nisidotaading initiative — named for an Ojibwe phrase meaning “building mutual understanding” — is creating a statewide center of excellence. It will develop communities of practice meant to help Minnesota State colleges and universities better educate their campus communities on historical trauma and lived experiences of their Indigenous populations, and how to most effectively guide Indigenous students toward their educational goals. In addition, BSU is the first university in the United States to expose all of its students to a course on Indigenous people before graduation.

Bemidji State University acknowledges that it is located on land and water that is the current and ancestral homeland of the Ojibwe and Dakota. We acknowledge the painful history of genocide, forced assimilation, and efforts to alienate the Indigenous inhabitants from their territory here. We honor and respect the many diverse Indigenous peoples still connected to this land, retained tribal sovereignty, treaty rights, and cultural resilience. Indigenous people are spiritual and physical caretakers of this land to which we all belong. Bemidji State University respects these sacred lands, stands with the community members from these Nations, and will fight injustice in all its forms.

At Minnesota State, the work we do is more than just a job. In their pursuit of purpose, connection, and growth, our employees play a critical role on our campuses. They develop policies, provide essential services, and work to improve the well-being and quality of life for our students and for all Minnesotans. Minnesota State is committed to equity and inclusion, and we invest in our employees by providing benefits, support resources, and training and development opportunities. Unlock your potential through possibility.

The City of Bemidji

Bemidji State University and Northwest Technical College lie amid the lakes and forests of northern Minnesota. Bemidji State occupies a wooded campus along the western shore of Lake Bemidji while Northwest Technical College lies just three miles east, near Bemidji’s robust industrial district. 

The city sits between Minnesota’s three largest American Indian tribal nations: the Leech Lake Band of Ojibwe, the Red Lake Nation and the White Earth Nation. When settling the Bemidji area in 1750, the Ojibwe people named the lake Bemidjigamaag, which means “a lake with crossing waters” as the Mississippi River flows in from the south and exits on the east. Today, a city proper with a population of around 15,000 serves as a regional economic and cultural hub for about 100,000 Minnesotans.

Located just minutes away from a thriving downtown Bemidji, both the BSU and NTC campus communities have convenient access to affordable restaurants, fine-dining experiences, cozy coffee shops, grocery stores — including a natural foods co-op — city parks, and nearly unlimited outdoor recreational opportunities. Small, locally-owned shops and art sculptures line Bemidji's downtown streets, while national chains are also found in and around the area. The historic Paul Bunyan Playhouse has a calendar of classic shows, restaurants offer weekly live music performances, the First Friday Art Walk provides a tour of new monthly art exhibits, and annual festivals bring the community together throughout the year. 

Additionally, the North Woods setting means students, staff, and faculty have a variety of activities available at their fingertips year-round. With more than 400 lakes — and a 240-acre research forest owned by BSU — within 25 miles of the city, there is easy access to kayaking, canoeing, swimming, boating, paddle boarding, hunting, hiking, biking, foraging, fishing, and more. An expansive network of multi-use trail systems is available for running, cross-country skiing, single-track or fat-tire biking, and skijoring. Further, downhill skiing, snowboarding, and tubing lie just north of Bemidji at the Buena Vista Ski Area.

Bemidji is also near two of Minnesota’s 66 state parks: Lake Bemidji State Park, which sits along Lake Bemidji’s northern shore, and Itasca State Park, home to the majestic Mississippi River Headwaters. Both parks are popular recreational and camping destinations where locals and tourists gather for sailing, swimming, and fishing during the summer months, and skating, hockey, curling, and—yes—more fishing in the winter. 

Of course, no tour of Bemidji is complete without a visit to — and a selfie with — its two most famous residents: the iconic statues of Paul Bunyan and his trusty companion, Babe the Blue Ox. The famed duo, which has greeted visitors to Bemidji since 1937, is on the National Register of Historic Places and was once ranked by Kodak as the second most-photographed statue in America.

For further information About BSU visit our website at: http://www.bemidjistate.edu

Review a "special report on how this former lumber town has rebuilt itself as a high-speed, regional center of enterprise" at Bemidji 2.0

Other Resources:

• Visit Bemidji – https://www.visitbemidji.com/

• 218 Relocate / Greater Bemidji – https://www.218relocate.com/

• Bemidji Area Chamber of Commerce – https://www.bemidji.org/ 

• Explore Minnesota – https://www.exploreminnesota.com/article/top-things-to-do-bemidji

Statement of Notice:

Bemidji State University and Northwest Technical College prohibit discrimination and sexual violence of any kind. Contact the Center for Civil Rights Investigation Office if you have concerns regarding discrimination and/or sexual violence. Per Minnesota State System Procedure 1B.3.1, all universities and colleges must provide contact information of their Title IX Coordinator.

Megan Zothman, Campus Human Resources Officer & Title IX Coordinator

Email: [email protected]

Phone: (218) 755-2502

1500 Birchmont Drive NE, Deputy Hall, Room 335, Bemidji, MN 56601

Benefits Information:

At Minnesota State, we have a GREAT BENEFITS PACKAGE! Our generous benefits include 11 paid Holidays, Vacation Time, Sick Time, six weeks of Paid Parental Leave, low cost medical and dental insurance with low deductibles ($250 - $1500), a Pension Plan, 457(b) and 403(b) retirement plans and other retirement investment options, pre-tax medical and dental expense (with roll-over option) and dependent care accounts, employer paid life insurance, short and long term disability, as well as professional development and a tuition waiver program for employees and their dependents, etc.  We promote the health and well-being of our employees and take work/life balance seriously.

Desired Start Date:

12-15-2025

Position End Date:

Open Date:

09-15-2025

Close Date:

10-15-2025

Posting Contact Name:

Mary Miller

Posting Contact Email:

[email protected] Jetzt bewerben