Administrative Assistant to the Dean

Location
Minnesota, United States
Salary
$18.00 - $25.00
Posted
Jul 12, 2021
Employment Level
Administrative
Employment Type
Full Time

Bemidji State University (BSU) invites applicants to join our team as the Administrative Assistant to the Dean of the College of Arts, Education & Humanities (CAEH).  BSU’s vision is to educate people to lead inspired lives. To accomplish BSU’s vision, the University prioritizes creating a culture in which diversity is embraced and all people are safe, welcome, and validated. BSU is a member of the Minnesota State system of colleges and universities and employs more than 500 faculty and staff.

 

BSU is located amid the lakes and forests of northern Minnesota and occupies a wooded campus along the shore of Lake Bemidji.  BSU balances rigorous academia with the opportunity to enjoy a fun, robust, outdoor culture.  The proximity to the lake and the surrounding north woods allows easy access to an assortment of recreation.  Major campus facilities are connected by all-season underground passages for safe and warm travel during the cold, winter months. 

 

Enrolling around 5,000 students, BSU offers more than 70 undergraduate majors and eight graduate degrees encompassing arts, sciences and select professional programs. BSU is a member of the Minnesota State system of colleges and universities and has a faculty and staff of more than 550. BSU’s Shared Fundamental Values include civic engagement and leadership, international and multicultural understanding, belief in the power of the liberal arts, and environmental stewardship.

 

The Administrative Assistant to the Dean provides administrative and clerical assistance to the Dean, administers the operations of the College office, acts as liaison for the College of Arts, Education & Humanities, assists in the coordination of diverse departments of CAEH to reach strategic goals, follows appropriate policies and procedures in order to effectively serve the chairs, directors, faculty, staff, students, and visitors of the CAEH, and provides work direction for the College office student assistants.

 

Responsibilities of the Administrative Assistant include:

  1. Providing administrative support for all College of Arts, Education, and Humanities (CAEH) functions. The college consists of six departments including English; Humanities; Languages and Indigenous Studies; Music; Professional Education; and the School for Technology, Arts, and Design. Providing lead direction to other administrative assistants within the college and associated divisions.  Preparing and monitoring faculty workload and assignments in consultation with department chairs and the Dean. Assisting the Dean in keeping faculty and staff in the CAEH informed and involving them in the governance process so the mission and strategic direction of the university is understood and met. Monitoring college fiscal resources with direction from the Dean. Serving as lead administrative assistant.  Percent of Time:  35%

 

  • Assisting the Dean in responding to special interests and concerns of students so their academic and personal development needs are met; administering the college office so the Dean is accessible, and that students, faculty, staff, and off-campus visitors and callers are well-served and a high-quality university experience is maintained. Percent of Time:  15%
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  • Assisting in the retention, evaluation, and promotion of college faculty to enable the Dean to meet all collective bargaining deadlines. Percent of Time:             15%    
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  • Initiating all paperwork including expenses reimbursements, creditable experience forms and appointment requests for new hires. Coordinating the interview process with search advisory committees and human resources; providing search advisory committees with appropriate forms and paperwork for candidates; and assisting in organizing itineraries for finalists.  Percent of Time:  15 %
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  • Hiring, training and providing work direction to office student employees to assist faculty and office operations. Ensuring and monitoring confidentiality of materials and work assignments, maintaining College office student employees’ timesheets and signing and submitting them in a timely manner.  Percent of Time:  10%
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  • Assisting the Dean to assign use of college facilities by the university and community. Performing other duties as assigned. Percent of Time:  10%
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    Minimum qualifications for this position include:

    • Customer service skills sufficient to provide courteous, tactful, effective and timely service for the College office.
    • Data entry, word processing, spreadsheet, presentation, and database management skills sufficient to create, enter, modify, prepare, and retrieve data in a variety of formats, reports, presentations, and documents.
    • Accounting skills sufficient to monitor budgets and balance multiple budgets and grants, analyze various line items, and notify the Dean of any discrepancies.
    • Leadwork skills and ability sufficient to manage an office, and plan, organize, administer, and direct the work of others.
    • Experience utilizing calendar and video conferencing platforms (e.g. Zoom, Skype, etc.).

     

    Preferred qualifications include:

    • Knowledge of the BSU organizational structure, Minnesota State policies and procedures, privacy laws, and collective bargaining agreements.
    • Knowledge of MinnState’s ISRS (Integrated Statewide Records System) database, or similar software, including budget reports.
    • Knowledge of and experience with cloud storage (e.g. Box, Teams, etc.).
    • Experience with Faculty Workload Management (FWM) or a similar employee assignment program.
    • Demonstrated experience working with and/or interest in working with students and colleagues from multicultural and diverse backgrounds.

     

     

    To apply for this position:

    Apply for Vacancy Posting 47120, on the Minnesota Management and Budget (MMB) website:  http://mn.gov/mmb/careers/

     

    If you are unable to apply online, please contact the job information line at 651.259.3637.

    For additional information about the application process, go to http://www.mn.gov/careers.

     

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

     

    Inquiries about the position:

    Dr. MaryTheresa Seig, Dean of the College of Arts, Education and Humanities

    Phone: (218) 755-3874

    Email: marytheresa.seig@bemidjistate.edu

     

     

    If you have general questions about this posting or submitting an application, contact Teresa Hanson at teresa.hanson@bemidjistate.edu

     

     

     

    UNIVERSITY / COMMUNITY

    WHY BEMIDJI:

     

    Bemidji State University is nestled among the pines along the shores of Lake Bemidji, just blocks from a thriving downtown community. In this Northwoods setting, students, staff, and faculty have a variety of activities at their fingertips. Possessing all the charm and character of a college town, Bemidji remains a tight-knit community of good neighbors and engaged citizens who always come out to cheer for the Bemidji State Beavers. While the city of Bemidji — named after the Ojibwe Chief Shaynowishkung (nicknamed Bemidji) — is home to a diverse population of more than 15,000 people, it serves a regional population of more than 100,000.

     

    Located between three American Indian reservations – Leech Lake, Red Lake and White Earth, students at Bemidji State University have the opportunity to experience a dynamic local culture and history. Bemidji also sits at the center of the legends of Paul Bunyan and Babe the Blue Ox. The famous statues of Paul and Babe greet students as they drive in from the south along Lake Bemidji.

     

    Though quaint and historic, the city offers the urban conveniences upon which college students rely. Bemidji State is conveniently located minutes away from affordable restaurants, cozy coffee shops, grocery stores, city parks and more. Small, locally owned shops and art sculptures line the streets of downtown Bemidji, while national chains can be found in and around the Bemidji area, including an uptown selection of department stores and restaurants.

     

    The thriving downtown community presents ample opportunities for engagement off-campus. Among other things, there are fine-dining restaurants, cafes, and a natural foods co-op in downtown Bemidji. The historic Paul Bunyan Playhouse has a calendar of classic shows; restaurants and lounges offer weekly live music performances; the First Friday Art Walk provides a tour of new monthly art exhibits; and annual events such as the Loop the Lake Festival, the Dragon Boat Festival, the Blue Ox Marathon, Bemidji Winterfest, and The Minnesota Finlandia bring the community together.

     

    For those who love the outdoors, there are wooded, multi-use trail systems within minutes of campus and community parks with walking trails, playgrounds and a skate park. Lake Bemidji State Park and its miles of navigable trails is located directly across the lake from BSU, and the Buena Vista Ski Area — just 12 miles north of campus — offers downhill skiing and BSU-sponsored student transportation in the winter months. Further, the Mississippi River Headwaters is a mere 45 minutes from Bemidji.

     

    For further information, 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