Management Analyst 1 - Executive Assistant to the Vice President of Student Affairs

Job Description Under general supervision/procedural control, this position provides day-to-day functions for a senior level administrator (Vice President of Student Affairs) and the Student Affairs Division, representing the Division in a friendly, positive manner, initiating problem solving, and maintaining a high level of diplomacy while discreetly handling confidential and sensitive matters. This person conducts special studies of divisional procedures to recommend solutions to clearly defined operating issues with limited scope and complexity; handles sensitive and confidential student related information with great discretion; works with those that report to the Vice President to develop policy and procedures that impact students and the College as a whole; organizes the work and information flow for the Division; collects, extracts, synthesizes and acquires data and other information for required local, state and national reports; and performs a number of other critical functions in a dynamic environment where priorities and assignments can change quickly. This person serves as a liaison between the Vice President and both internal and external stakeholders as deemed necessary and is responsible for ensuring data integrity as it relates to researching and sharing information. The Assistant serves as a key source of information and provides advice and assistance to Student Affairs supervisors and other personnel that report to the Vice President, students, parents, and the public on matters pertaining to the Student Affairs Division. The Assistant participates in processing student grievances that require the attention of the Vice President, including researching and fact-finding information relevant to complaints, and writes reports and other summary information to be presented to the Vice President, including identifying problem areas and recommending changes for continuous improvement. The Assistant also plans and assists in the implementation of new procedures for the Division, including revising procedures/forms and preparing handbooks and announcements as necessary to communicate the changes. In essence, the position plays a central role in Student Affairs by handling a wide range of administrative projects, assignments, and tasks at the discretion of the Vice President, and contributes to the effectiveness of the College as a whole.

PRINCIPLE RESPONSIBILITIES AND RESULTS

Manage office operations, coordinate logistical needs for meetings, and provides professional administrative and technical support to the Vice President of Student Affairs and the Student Affairs Division. Writes and prepares correspondence for and on behalf of the Vice President, assesses the urgency and importance of situations, including complaints and grievances that arise and take appropriate action to determine the necessary level of involvement needed by the Vice President or another administrator. Provide support for the collection of data, creation of surveys/reports/spreadsheet/presentation, and assists in the analysis of the information collected for the Vice President to make informed decisions. Coordinates and administers the Official Student Communication process using diverse tools so all students are informed in a timely manner of policies, procedures, and events/activities, depending on their engagement. Assist the Vice President with the preparation and maintenance of non-salary budgets for Student Affairs. Perform other duties as assigned to ensure the smooth functioning of Student Affairs and maintain the reputation of RCTC as a college of first choice.

Salary Range:

$23.98 - $34.69 / hourly Minimum Qualifications Associate degree or at least five (5) years of increasingly responsible administrative assistant experience. Experience and skill in data retrieval, analysis, data integrity and producing reports. Experience communicating and working with a variety of individuals with diverse experiences and backgrounds. Experience utilizing multiple types of technology and software (logic programming, query design). Experience and technical expertise in in software such as Microsoft Office Suite programs. Excellent organizational skills to sufficiently manage multiple priorities and effectively carry out complex oral and written instructions with minimum supervision. Excellent interpersonal communications and customer service skills sufficient to understand an individuals' needs and provide accurate information in a timely professional manner, in-person, over the phone, in writing and via distance technology Preferred Qualification Experience and proven ability to analyze information and identify trends to creatively determine solutions and make recommendations that will meet the needs of changing educational programs/course schedules. Understanding of project management principles and techniques. Extensive knowledge of ISRS (Integrated Student Record System) to sufficiently manage and implement student data. Adept problem-solving skills to sufficiently resolve issues. Broad understanding of, and ability to interpret, communicate, and administer, applicable board policies, college regulations and work rules, labor agreements, functions, and organization of RCTC, and MinnState is required to sufficiently carry out the responsibilities of the position for the Student Affairs unit. Foster effective working relationships with administrators, department leaders, students, faculty, and staff sufficient to accomplish work objectives. Work Shift (Hours / Days of work) Monday - Friday, 8 am - 4:30 pm Telework (Yes/No) No About RCTC is a member of Minnesota State-a higher education system that includes 24 two-year community and technical colleges and seven state universities serving more than 430,000 students. It is the fifth-largest higher education system of its kind 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 reimbursement 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/. Non-Discrimination/Equal Opportunity Rochester Community and Technical College acts affirmatively in aggressively soliciting applications and hiring members of protected groups, including women, minorities, veterans, and disabled persons. We apply equal opportunity in our hiring process and provide reasonable accommodation upon request. Persons in protected classes are encouraged to apply. Please assist us in this affirmative action endeavor by encouraging all qualified candidates to apply for vacancies at our institution.

NOTICE:

In accordance with the Minnesota State Colleges & Universities Vehicle Fleet Safety Program, employees driving on college/university business, whether using a personal, 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 safety of all members of the Rochester Community and Technical College campus community is of vital concern. Resources including the current Annual Security Report are available at our Campus Safety webpage . 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.

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.