Senior Administrative Coordinator

AFSCME CLASSIFIED, NON-EXEMPT JOB POSTING (Unit 206)

POSITION AVAILABLE: Senior Administrative Coordinator (PCN #00748930)

CLASSIFICATION:  Office & Administrative Specialist, Senior (Job Code 003629)

CLOSING DATE:  April 4, 2025                                    STARTING DATE: April 28, 2025

EMPLOYMENT CONDITIONS:

Full-Time, Unlimited

Monday through Friday – 7:30 a.m. to 4:00 p.m.

(two 15-minute paid rest breaks; one 30-minute unpaid lunch break)

Eligible for Full Benefit Package

SALARY RANGE:  $21.90 to $29.65 Per Hour

DESCRIPTION OF DUTIES:

The Senior Administrative Coordinator provides high-level administrative leadership and operational support to Customized Training Representatives and the Associate Vice President of Workforce Development ensuring seamless functioning of business operations across the EDGE Center of Innovation. This role serves as a central point of coordination for complex administrative processes, including managing invoicing workflows, processing billing documentation, and drafting routine contracts and agreements, and providing technological leadership related to Workday, ISRS, RST, Sales Force, and related systems. The Senior Administrative Coordinator oversees financial administrative functions, maintains accurate records of contractual obligations, and ensures timely processing of financial transactions. This position proactively identifies opportunities for process improvement, implements administrative best practices, and serves as a key resource for both leadership and staff to enhance organizational effectiveness and efficiency.

MINIMUM QUALIFICATIONS:

• Word Processing: Skill in word processing sufficient to prepare, edit, and finalize emails, memos, reports, and/or other documents and types of written communication that are grammatically correct, in proper format, and free from spelling errors.  Ability to use word processing and other software applications to prepare reports, create documents such as invoices, financial statements, letters, etc. 
• Customer Service Skills: Skill in customer service sufficient to perform the duties with politeness, respect, and interest in positive problem solving; Provide prompt and accurate information to customers in person, on the phone, and through email and other written or electronic correspondence; Interpret and explain program information to customers, clients, and coworkers, such as policy, procedures, eligibility requirements, application details, and payment methods.
• Accounting: Skill in accounting sufficient to reconcile differences between invoices, receipts and purchase orders, and assess needs based upon data and events affecting the account.
• Database, Documents, and Records Management: Knowledge of standard computer software programs for word processing, spreadsheets, and databases sufficient to create, modify, and protect files.  Skill in database management sufficient to set up and run basic queries, review, and analyze data, and identify problem areas in areas which may include data, formulas, or security.  An ability to create, file, retrieve, and destroy electronic records according to retention schedules.
• Spreadsheets: Skill in using advanced spreadsheets features, such as formula creation, to manipulate and sort data, and an ability to teach others how to create and use spreadsheets effectively.

PREFERRED QUALIFICATIONS:

• Experience: Five years of verifiable experience of intermediate level administrative support; an AAS degree in a business-related field can substitute for six month’s experience, a Bachelor’s Degree in a business-related field can substitute for one year of experience; and a Master’s Degree in a business-related field can substitute for 18 months of experience.
• Specialized Software: Skill in using specialized software such as: ISRS Interface and Web views, rSchoolToday, EMS Scheduling (Desktop and Webview), Windows, Adobe Acrobat, and the Microsoft Office Suite, Workday, Outlook, and Salesforce and the ability to learn new software systems.  
• Confidentiality: Knowledge of the Family Education and Privacy Act (FERPA).  Skill to consistently work with data that is confidential and personal in nature and the ability to guide and educate others about data privacy standards.
• Organization: Organization and planning skills in order to identify priorities and meet timelines with limited supervision.
  

Safety Statement: This employee is expected to develop a working knowledge of and comply with all college safety rules, and regulations and policies. 

Affirmative Action Statement: This employee must always act professionally and customer-service-based to promote a harassment-free environment. All communications and interactions with internal and external customers are to be conducted with courtesy and respect. 

NOTICE:  In accordance with the Minnesota State Vehicle Fleet Safety Program, employees driving on college 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.

APPLICATION PROCEDURE(S):

This position is open for applications on a competitive basis through the Careers website until April 4, 2025: https://minnstate.wd1.myworkdayjobs.com/Minnesota_State_Careers/job/Alexandria/Senior-Administrative-Coordinator---Office---Administrative-Specialist-Senior_JR0000002083. Job ID 85220.  Please provide a cover letter and resume when submitting your application. (NOTE: State of MN employees can access this link through the Employee Self Service and clicking on Careers. INTERNAL CANDIDATES can apply through Job Hub on Workday.)

Contact Renae Kasper @ 320-762-4416 or [email protected] for more information.

Alexandria Technical and Community College is committed to an equitable, diverse, and inclusive environment as expressed in the ATCC EDI Strategic Plan. We understand that creating an equitable, diverse, and inclusive campus community is the responsibility of every employee of the college. Leadership, faculty, and staff strive to address inequities within our system by examining programming, policies, facilities, and operations that create barriers to student success in and out of the classroom. By actively working to address inequities, we will foster students who will successfully participate in their community and within today’s dynamic, global workforce.

Alexandria Technical & Community College is committed to legal affirmative action, equal opportunity, access and diversity of its campus community. (http://alextech.edu/nondiscrimination)