Office & Admin Specialist Sr

All Job Postings will close at 12:01 a.m. CT on the specified Closing Date (if designated).

Working Title:

Office & Admin Specialist Sr

Institution:

Minnesota State Community and Technical College

Classification Title:

Office & Admin Specialist Sr

Bargaining Unit / Union:

206: AFSCME - Clerical and Office

City:

Fergus Falls

FLSA:

Non Job Exempt

Full Time / Part Time:

Full time

Employment Condition:

Classified - Unlimited

Salary Range:

$22.62 - $32.23

Join Us at M State

Where your work helps create a success story for every student.

Minnesota State Community and Technical College (M State) is seeking passionate, talented professionals to join our learning‑centered community. Whether you are an educator, administrator, or staff professional, your work at M State will directly support students as they shape their futures and will strengthen the communities we serve.

With four welcoming campuses in Detroit Lakes, Fergus Falls, Moorhead, and Wadena, M State combines big‑college opportunities with a small‑college feel, offering nationally accredited programs, flexible learning options, and a deeply student‑focused culture.

Why Work at M State?

At M State, we are all in on student success.

Our work is guided by shared values of:

• Integrity – As dedicated professionals, we act with purpose in everything we do. We are sincere and honest in our relationships and communications, and hold ourselves accountable to doing the right thing even when no one is watching.
• Inclusion – We welcome, respect and accept people for who they are and celebrate the power of our collective differences in creating and shaping more robust, energized communities.
• Innovation – Through the power of our four campuses, strategic partnerships and creative problem-solving, we enhance communities. We incorporate technology to improve student experience, and we see continuous improvement as a constant.

Together, these values support our vision: A success story for every student.

Position Overview

M State is accepting applications for an Administrative Assistant to the Vice President of Recruitment and Retention. This position is located on the Fergus Falls campus. This position is eligible for telework.

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.

Customer Service.

On a daily basis, 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 Associate 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.

What We’re Looking For

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.

Work Shift (Hours / Days of work)

• 40 hours per week, Monday-Friday, 8 a.m. – 4:30 p.m.

Application Procedure

To apply, submit a letter of interest, resume, three professional references, and any applicable transcripts by 12:01 a.m. on August 18th, 2026 on our website at once link is generated, it will go here. Internal applicants need to apply through the Jobs Hub in Workday.

NOTICE: The college regrets that it is unable to offer H-1B sponsorship. The successful candidate under U.S. Citizenship and Immigration Services regulations must be able to accept work in the U.S. by the day employment begins.

Salary

This is the correct salary range for this position, disregard the full range listed by this website: $22.62-$30.62 per hour or $47,231-$63,935 annually.

Questions About the Position? Contact Megan Zacher, M State’s Staff Recruiter, at Megan.Zacher@minnesota.edu

About

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.

Inquiries about Title IX can be directed to the college’s Title IX Coordinator and/or to the U.S. Department of Education, Office of Civil Rights. The Title IX office is located on Moorhead’s campus, but it travels and serves all 4 campuses.

Elise Sturdivant

Vice President of Student Affairs / Title IX Coordinator
Office D120g

1900 28th Ave S
Moorhead, MN 56560
(218) 299.6853  | elise.sturdivant@minnesota.edu | titleix@minnesota.edu

If you need accommodations to take part in the application process, please contact Human Resources at (218) 736-1512. For more information regarding M State, refer to our website at: www.minnesota.edu. Minnesota State Community and Technical College, a member of the Minnesota State system, is an affirmative action, equal opportunity educator and employer.

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

This vacancy notice may be removed at any time for any reason.

Benefits Information:

At Minnesota State, we take your well-being and work-life balance seriously. We offer a comprehensive benefits package that features low-cost medical and dental insurance with affordable deductibles, employer-paid life insurance, short- and long-term disability, and pre-tax healthcare and dependent care accounts with a roll-over option. To further support your holistic health, employees also have access to a confidential Employee Assistance Program (EAP) for mental health, legal, and financial counseling. Detailed plan details, rates, and coverage choices can be reviewed directly via the State Employee Group Insurance Program (SEGIP) website.

 

To support your life outside of work, our package includes 12 paid holidays, generous vacation and sick time, and six weeks of Paid Parental Leave. We also help you secure your financial future with a robust Pension Plan, 457(b) and 403(b) retirement accounts, and various investment options. Furthermore, we invest in your growth by providing dedicated professional development and tuition waivers for both you and your dependents. Please note that specific benefit eligibility and coverage levels may vary depending on the type of position, employee classification, and collective bargaining agreements.

Desired Start Date:

09-21-2026

Position End Date:

Open Date:

07-24-2026

Close Date:

07-24-2026

Posting Contact Name:

Megan Ann Zacher

Posting Contact Email:

megan.zacher@minnesota.edu