Office & Administration Specialist Senior- Administrative Assistant to the Vice President of Recruitment and Retention

Job Details

Working Title: Administrative Assistant to the Vice President of Recruitment and Retention
Job Class: Office and Administrative Specialist, Senior
Agency: Minnesota State

• Job ID: 95740
• Location: Fergus Falls
• Telework Eligible: Yes, Hybrid
• Full/Part Time: Full-Time
• Regular/Temporary: Unlimited
• Who May Apply: Open to all qualified job seekers
• Date Posted: 07/28/2026
• Closing Date: 08/17/2026
• Hiring Agency/Seniority Unit: MN St Colleges & Universities / Mn State CTC Fergus Falls AFS
• Division/Unit: MnSCU Mn State CTC Fergus Fall / MnSCU Mn State CTC FF Class
• Appointment Type: Unlimited, Full-time
• Work Shift/Work Hours: 8:00 AM - 4:30 PM
• Days of Work: Monday - Friday
• Travel Required: Minimal
• Salary Range: $22.62 - $30.62 / hourly; $47,230 - $63,934 / annually
• Classified Status: Classified
• Bargaining Unit/Union: 206 - Clerical/AFSCME
• Work Area: Student Affairs
• FLSA Status: Nonexempt
• Designated in Connect 700 Program for Applicants with Disabilities: Yes

The work you'll do is more than just a job.

At the State of Minnesota, employees play a critical role in developing policies, providing essential services, and working to improve the well-being and quality of life for all Minnesotans. The State of Minnesota is committed to equity and inclusion, and invests in employees by providing benefits, support resources, and training and development opportunities.

Job Summary

Job Description

This position exists to design, develop, modify, maintain, and support responsive web-based applications used by students, faculty, and staff at Minnesota State Community and Technical College (M State).

This position supports the Application Services team in delivering enterprise applications operating within established frameworks, including Drupal CMS, Linux (Ubuntu), Docker-based environments, and Microsoft technologies. Responsibilities include writing and maintaining code, testing applications, troubleshooting issues, and providing technical support to ensure systems are reliable, secure, accessible, and aligned with Minnesota State standards.

This role contributes to the development and enhancement of web applications and systems by assisting with application design, participating in deployment processes, and supporting integrations and workflows. The position emphasizes application support, maintenance, and incremental improvement, while contributing to ongoing development and process optimization efforts.

Work is performed under general supervision, applying established standards and practices. The position exercises independent judgment in troubleshooting, implementation, and support activities, and collaborates with business units and IT staff to deliver effective, maintainable, and user-centered solutions.

Responsibilities

Customer Service.

• Daily, live the mission, vision and values of M State to ensure a positive experience for all students and stakeholders. Service to M State students and stakeholders is a core component of the position and work responsibilities.

Serve as Assistant to the Vice President of Recruitment and Retention (AVP), providing primary support in their leadership role for the development and implementation of academic programs, student services, and community involvement.

• Arrange, schedule, and revise appointments, conferences, and meetings as well as maintain calendars.
• Ensure that all necessary arrangements are made for out-of-town travel.
• Serve as a communication contact with internal and external constituents, answering inquiries in person, via e-mail, or by telephone.
• Monitor office workflow and determine work priorities while working independently.
• Attend staff/administrative committee meetings as assigned; create agendas; create and distribute notes of meetings.
• Solicit data, assemble information, prepare, and edit reports for internal constituents and external agencies as requested.
• Prepare purchase orders as needed.
• Pay invoices in a timely manner.
• Work with the Business Office to close POs at the end of the academic year or when funds are depleted.
• Assist Vice President’s direct reports with travel, forms, expense reports, and other projects as needed.
• Build Concurrent Course Surveys.
• Pull and track concurrent course survey results and send to high school instructors.
• Modify, monitor, and build Concurrent Courses and changes in Term Course and update FWM.

Support for the Athletics Department.

• Assist with the hiring of coaches, maintain agreements and records, and organize evaluations.
• Coordinate logistics and organize processes.
• Manage expenditures related to Athletics.
• Set up recurring Purchase Orders for new fiscal years
• Pay all invoices related to those purchase orders
• Pay all referees, umpires, game workers, and get them the proper setup link if not a vendor in the state system.
• Submit all authorizations for coaches for all travel.
• Assist with or create expense reports for coaches.
• Assist coaches and athletic directors one-on-one with Workday processes.
• Order supplies.
• Work with the M State Reservation Specialist to set up contracts for OT Coaches – transportation.
• Create Athletic Rosters for home games.

Support for campus and college operations.

• Recognition of broad and varied professional responsibilities, which include but are not limited to support for campus and college operations, such as front desk coverage, registration events, Spartan Welcome Days, Commencement; this is not an exhaustive list.
• Support the operation of the college and campus Student Services operational area(s) beyond the student affairs office.
• Serve on campus, college, and community committees as assigned, approved and appropriate that seek to enhance the student experience.
• Other related duties as assigned by the AVP.

Perform other clerical duties.

• On occasion, this position will assist the Fergus Falls Leadership with clerical assistance.
• Collect data, assemble information, prepare, and edit reports.
• Proofread materials, memos, and correspondence for syntax, spelling, grammatical, and mathematical accuracy before release and distribution.
• Assist AVP in the preparation and distribution of formal and confidential documents.
• Maintain files, reports, records, and other materials in useful order.

Minimum Qualifications

• Customer service practices and principles are sufficient to identify each customer’s needs and meet quality standards for services that result in customer satisfaction.
• Knowledge of word processing sufficient to use software to create, format, edit, print, and save a variety of documents. Ability to use spreadsheet applications, such as Microsoft Excel to enter, compile, store, and retrieve data. Knowledge of databases sufficient to use non-standard or advanced software features as research tools and generate a variety of reports.
• Knowledge of standard computer software programs for word processing, spreadsheets, and databases, sufficient to create, modify, and protect files.
• Basic accounting principles, practices, and protocols as applied to disbursements, purchasing, and receipt techniques.
• Knowledge of the development and implementation of administrative and programming policies and procedures for smooth and efficient division operations.
• Knowledge to fluently communicate, read, understand, and respond to a variety of communications with internal and external stakeholders.
• Possession of: Active, valid, and applicable Class D (basic) driver’s license and ability to maintain an active, valid, and applicable Class D (basic) driver’s license.

Preferred Qualifications

• Associate degree in administrative support or a minimum of five years’ experience in the administrative support field.
• Strong organizational and planning skills.
• Ability to establish and maintain productive and professional working relationships with both internal and external stakeholders.
• As this position has access to confidential records, including but not limited to student and employee data, a high level of confidentiality must be maintained.
• Knowledge of the mission, vision, and values of M State.

Qualifications

Application Details

How to Apply

To view the full job posting and to apply please go to: https://minnstate.wd115.myworkdayjobs.com/Minnesota_State_Careers/job/Fergus-Falls/Office-Admin-Specialist-Sr_JR0000005411

Contact

If you have questions about this position, contact Megan Zacher at megan.zacher@minnstate.edu or 218-299-6505.

To receive consideration as a Connect 700 Program applicant, apply online, email the Job ID#, the Working Title and your valid Proof of Eligibility Certificate by the closing date to Megan Zacher at megan.zacher@minnstate.edu.

About Minnesota State

M State is a regional student-focused institution that is poised for a strong future. It is the sixth-largest outstate college in the Minnesota State system and the largest two-year college in Greater Minnesota, serving more than 10,500 students in credit and non-credit courses each year. M State offers big-college resources and a small-college feel on our four welcoming campuses and in our many online courses and programs. Our faculty and staff are dedicated to the values of integrity, inclusion and innovation, and that dedication is reflected in our programs and in the support we offer to our students.

Minnesota State 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 encourage applications from women, minorities, persons with disabilities, and individuals with protected veteran status. All applicants must be able to lawfully accept employment in the United States.

Working together to improve the state we love.

What do Minnesota's State employees have in common?

• A sense of purpose in their work
• Connection with their coworkers and communities
• Opportunities for personal and professional growth

Benefits

As an employee, you'll have access to one of the most affordable health insurance plans in Minnesota, along with other benefits to help you and your family be well.

Your benefits may include:

• Paid vacation and sick leave
• 12 paid holidays each year
• Low-cost medical, dental, vision, and prescription drug plans
  • Fertility care, including IVF
  • Diabetes care
  • Dental and orthodontic care for adults and children
• 6 weeks paid leave for parents of newborn or newly adopted children
• Pension plan that provides income when you retire (after working at least three years)
• Employer paid life insurance to provide support for your family in the event of death
• Short-term and long-term disability insurance that can provide income if you are unable to work due to illness or injury
• Tax-free expense accounts for health, dental, and dependent care
• Resources that provide support and promote physical, emotional, social, and financial well-being

Support to help you reach your career goals:

• Training, classes, and professional development
• Tuition waiver
• Federal Public Service Loan Forgiveness Program (Some positions may qualify for the Public Service Loan Forgiveness Program. For more information, visit the Federal Student Aid website at studentaid.gov)

Employee Assistance Program (EAP) for work/life support:

• A voluntary confidential program that helps employees and their families with life challenges that may impact overall health, personal well-being, or job performance
• Common sources of stress can be addressed through the EAP: mental health, relationship challenges (personal and work), grief and loss, finances, and legal issues
• Daily Living/Convenience Services: Chore services, home repair, trip planning, child/elder care

Programs, resources and benefits eligibility varies based on type of employment, agency, funding availability, union/collective bargaining agreement, location, and length of service with the State of Minnesota.

Other Information

Employment information for this position can be found in its collective bargaining agreement or its plan document at http://mn.gov/mmb/employee-relations/labor-relations/Labor/.

AN EQUAL OPPORTUNITY EMPLOYER

Minnesota State 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.