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Office Manager

Posted: 09/19/2022

Bemidji State University (BSU) invites qualified applicants to join our team as an Office Manager for the Technology, Art, & Design (TAD) and Math & Computer Science Departments. 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.  Centered between the three largest Tribal nations in Minnesota – Leech Lake, Red Lake and White Earth – BSU also prioritizes increasing engagement with American Indian communities to become a destination university.
 
Enrolling more than 5,000 students, BSU offers more than 70 undergraduate majors and nine 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. 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.
 
The Office Manager provides essential administrative assistance to the Department of Technology, Art, and Design.  In addition, this position will manage the course entry in Curriculum Management and process purchase orders for the Department of Math and Computer Science.


Responsibilities of the Office Manager include:

  • Performing reception and administrative support for the School of Technology, Art, and Design (TAD), serving as the initial contact for students, visitors, guest speakers and vendors where it is important to provide a welcoming environment demonstrating strong customer service skills.  The ability to function independently while completing tasks punctually, accurately, and grammatically correct.  Office duties include but are not limited to answering phones and emails, performing clerical duties such as copying, scanning, filing, tracking documents, communicating with the Dean’s office, keeping the office clean and organized as well as stocked with office supplies, greeting students and visitors while providing directions on campus, taking minutes at Department meeting for distribution to faculty and staff members, assistance with expense report preparation and travel documents.  Talley Gallery Receptions will be coordinated with the Gallery Director.  Events, such as Portfolio and Advisory Board meetings will be coordinated with faculty.  This position will cover various miscellaneous duties as assigned.  Percent of Time:  40%
  • Hiring, training, and providing work direction for office student employees as they assist faculty, students, and visitors by performing daily office operations for Bridgeman Hall main office and labs, Talley Gallery, and Hagg-Sauer Hall.  Creating schedules for student workers for three locations and ensures attentiveness and professional conduct is followed.  Making sure student workers to adhere to university policies and procedures including confidentiality requirements.  This position maintains all Department student employees’ timesheets and signs and submits them by due date. Percent of Time:  25%
  • Maintaining nine (9) budgets for the School of Technology, Art & Design by tracking & documenting expenditures using Market Place for purchase orders and contracts and following the appropriate guidelines while using the state issued credit card will ensure that MinnState and University policies and procedures are observed.  Faculty (IFO) accounts for TAD are reconciled, and purchases tracked.   Maintaining spreadsheets to monitor the differentiated tuition accounts and tracking budget usage.  Contracts will be executed promptly when required.  Performing duties in coordinating compliance with business services as required.  Providing updates to the department on a monthly basis to ensure budgets are met.  Purchasing for Math and Computer Science will be coordinated with the department chair. Percent of Time:  15% 
  • Entering courses via MinnState’s Curriculum Management System is essential in supporting the School of Technology, Art & Design as well as Math and Computer Science.  Due to the nature of the academic programs for the School of Technology, Art & Design, course scheduling includes room assignments for courses and labs using a large variety of daytime patterns.  This is particularly relevant with the Design program curriculum. Percent of Time:  10%
  • Each spring, the department awards a significant number of scholarships in cooperation with the BSU Foundation and the Financial Aid Office.  The office manager summarizes student applications to facilitate faculty review for awarding the funds, forwards the information to the foundation who communicates with Financial Aid.  A letter from the department is created and sent to student recipients.  Percent of Time: 5% 
  • Scheduling Bridgeman Hall and Hagg-Sauer Hall room usage using campus and virtual Event Management Scheduling (EMS) software. Submitting work orders for Bridgeman and Hagg-Sauer to address maintenance issues.  Working with Information Technology to maintain office equipment and computer labs.  Percent of Time:  5%
Minimum qualifications for this position include:
  • Ability to sufficiently perform or learn to perform administrative support work for a work unit’s expense and budget administration.
  • Customer service skills sufficient to provide on the phone, in person and online to effective general and specialized office support (this requires common courtesy, tact, interest in positive problem solving, empathy, and the ability to organize ideas logically).
  • Skill to train and guide the work assignments of student workers.
  • Knowledge of Microsoft products sufficient to use software to create, format, edit, print, and save a variety of documents, including email, spreadsheets, tables, charts, and graphs.
Preferred qualifications include:
  • Cumulative, working knowledge of BSU policies.
  • High organizational and managerial skills to maintain department.
  • Familiarity with software such as Market Place, Microsoft Office, ISRS, Curriculum Management, and Event Management System (EMS).
  • A demonstrated commitment to the principles of diversity, equity, inclusion, and anti-racism.
If you have questions about this posting , contact Melanie Pakonen Melanie.Pakonen@bemidjistate.edu