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Working Title:

Office & Admin Special (Tutoring Services Program Assistant)

Institution:

Winona State University

Classification Title:

Office & Admin Specialist

Bargaining Unit / Union:

206: AFSCME - Clerical and Office

City:

Winona

FLSA:

Non Job Exempt

Full Time / Part Time:

Part time

Employment Condition:

Classified - Seasonal (Seasonal)

Salary Range:

$20.02 - $28.79

Job Description

1. Perform database input, scheduling, and reporting tasks each semester.

+ Create tutor and s2i leader profiles in database.

+ Load tutor and s2i course lists.

+ Load tutor and s2i schedules.

+ Load on-going tutoring appointments for students in On Track program.

+ Run weekly, semester, and yearly reports and transcripts.

2. Provide customer services by covering the reception area and recruiting, training, scheduling and supervising front desk workers to do the same.

+ Answer phone and assist customers at the reception area.

+ Monitor and respond to Tutoring Services email account.

+ Coordinate with Director to hire front desk workers.

+ Prepare/revise training materials for front desk workers.

+ Conduct front desk workers training and on-going coaching meetings.

3. **Oversee student employee paperwork and timesheets.**

+ Track completion of payroll paperwork at time of hire.

+ Prepare work authorization and overpay forms.

+ Check the timesheets for completion and accuracy.

+ Monitor work study eligibility and budget.

**4. Perform other duties as assigned to ensure the smooth functioning of the** **department** **and maintain the reputation of the** **organization** **as a viable business partner** .

+ Purchase office supplies.

**Salary Range:** $19.10-$25.03

Minimum Qualifications

+ **Math** - Sufficient to add, subtract, multiply and divide when working with budget or reports.

+ **Data Entry Performance** - Sufficient to enter staff profiles and schedules in TracCloud.

+ **English (Speaking and/or Writing and/or Reading Orally)** - sufficient to communicate with students and customers of departments served via email and in person.

+ **Word Processing** - sufficient to create procedure and training documents for program staff.

+ **Spreadsheets** - sufficient to manipulate information exported from programs such as TracCloud or Qualtrics using functions such as Sort & Filter, SUM, AVERAGE and COUNT.

+ **Customer Service Skills** - sufficient to serve as a receptionist.

+ **Lead Work Skills-** Sufficient to hire, train, delegate and manage all aspects of student employment for the front desk workers.

Preferred Qualification

+ Strong organizational and time management skills.

+ Knowledge of FERPA and the ability to exercise sound judgment to maintain student data privacy.

+ Proficiency in Qualtrics, ISRS, and Workday.

+ Excellent oral and written communication skills to allow interaction with a wide range of student tutors and students who use tutoring services, including students on academic warning and probation.

+ Strong attention to detail including the ability to troubleshoot and recognize errors when running reports.

+ Knowledge of student services and resources available at WSU

+ Thorough knowledge of office procedures, and soft skills and the ability to provide training and feedback to help the student employees develop into professionals.

+ Demonstrated ability to establish and maintain strong and effective working relationships with administration, faculty, staff, students, community and prospective students.

+ Ability to identify problems, recognize ways to improve program functioning and the ability to effectively communicate those suggestions.

+ Ability to manage multiple tasks in an environment with frequent interruptions.

Other Requirements

1. The successful candidate must be able to lawfully accept employment in the United States by the day employment begins. The University regrets that we are unable to offer H1-B sponsorship at this time.

2. A complete online application will include the following:

+ A cover letter that addresses the qualifications listed previously

+ Resume

+ A list of 3-5 professional references with contact information

**Work Shift (Hours / Days of work)** 24 hours/week August-May, including 1 evening/week; 0 hours June-July.

Posting Information:

Application Deadline: July 16, 2025

Appointment Date: As Soon As Possible

Primary Location: Winona, MN

Type of Appointment: Classified/Probationary

**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. With campuses in both Winona and Rochester, Winona State offers the best of both worlds. Widely known for its stunning natural setting, the Winona campus is nestled between picturesque bluffs and the Mississippi River - meaning rock climbing, paddle-boarding, hiking, and kayaking are within a mile of campus. WSU’s Rochester campus is located in Minnesota’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. Winona State University's mission is to enhance the intellectual, social, cultural and economic vitality of the people and communities we serve: a community of learners improving our world. For more information, visit winona.edu.

**Notice:** In accordance with Minnesota State policy, employees driving on 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. The Winona State University Annual Security and Fire Safety Report is available for your review. This report is required by federal law and contains policy statements and crime statistics for the University. The policy statements address the school's policies, procedures, and programs concerning safety and security. Three years' worth of statistics are included for certain types of crimes that were reported to have occurred on-campus, or in other University affiliated locations. This report is available online at https://www.winona.edu/about/safety-security/ . You may also request a paper copy from University Security by emailing [email protected] .

Winona State University 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.

The University provides reasonable accommodations to qualified individuals with disabilities upon request.

A member of the Minnesota State Colleges and Universities System. **_A community of learners improving our world!_**

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:

08-01-2025

Position End Date:

Open Date:

07-02-2025

Close Date:

07-02-2025

Posting Contact Name:

Robin M Delong

Posting Contact Email:

[email protected]