Division Assistant / Office & Admin Specialist, Sr

Normandale Community College; BLOOMINGTON (MN); Hybrid; USD 45,000 - 62,000; Full time

Job summary

Normandale Community College is seeking a Division Assistant to support the Health Sciences and Humanities divisions. The role involves providing high-level administrative support, managing complex projects, and fostering a culturally responsive environment. This full-time position offers a flexible work schedule and competitive salary based on qualifications.

Qualifications

• Skill in customer service and problem resolution.
• Ability to explain policies clearly to internal and external customers.
• Knowledge of data entry procedures and accounting practices.

Responsibilities

• Provide high-level administrative support for Health Sciences and Humanities.
• Manage budgeting, contracts, and course scheduling for the divisions.
• Coordinate student worker supervision and administrative functions.

Skills

Customer Service

Communication

Data Entry

Accounting Principles

Problem-Solving

Organizational Skills

Word Processing

Database Management

Education

Bachelor’s degree

Tools

Microsoft Office

Job description

We are a proud equal opportunity and affirmative action employer, and we seek applicants with deep connections to the cultural communities to which our students belong. We actively seek and encourage applications from women, people of color, persons with disabilities, and individuals with protected veteran status.

NOTICE OF VACANCY OF TWO (2) OPENINGS

Division Assistant – Health Sciences (1) and Humanities (1)

Classification: Office & Admin Specialist, Sr

Unlimited, Full-time

Monday – Friday: 8:00 AM – 4:30 PM

*A flexible work schedule may be approved with up to two days remote work per week (if applicable)

Salary Range: Hourly from $21.90 to $29.65; Annually from $45,727 to $61,909

* Salary placement is dependent on education and experience

This vacancy is posted on-line from June 5, 2025 to June 12, 2025 until 11:59 PM.

ABOUT THE POSITION

The Division Assistant provides key support for the Health Sciences / Humanities academic divisions, and plans, manages, and implements varied levels of complex projects and programs to ensure the division is meeting college community expectations and maintaining operations. The Health Sciences division currently consists of eight (8) academic departments; AS, AAS, and certificate programs, and includes approximately 63 faculty and staff positions. The Humanities division currently consists of seven (7) academic departments; all art, theatre, and music events; AFA, AA, AS, and certificate programs, and includes approximately 110 faculty and 12 staff positions.

Under general supervision, the Division Assistant provides high-level administrative and office management support to these major programs including budgeting, accounting, contracts, communications, course scheduling, faculty workload management, staffing/onboarding/supervision, purchasing, operations, inquiries, technology, policy compliance and project management. This position oversees administrative coordination functions to ensure efficient and effective operations of the division, including process development and evaluation, including supervision of student workers. The Division Assistant works in a fast-paced environment with quickly changing priorities juggling multiple projects at the same time.

Position has full decision-making authority within established parameters as delegated by the Dean.

This position will actively advance the college’s strategic goals, including to achieve equity in educational outcomes and to support a culturally responsive and service-oriented culture, through individual and departmental efforts.

Minimum Qualifications

These qualifications are required to move forward; as such, ( ensure your application contains descriptions of your education and work experience sufficient to demonstrate competency in each of the following ):

• Skill in customer service sufficient to provide prompt and accurate information to customers in person, on the phone, and through email and other written or electronic correspondence, convey complicated information in an understandable manner as a resource for outside agencies, for clients, coworkers, and customers, respectfully engage with clients, coworkers, and customers, when handling difficult or complex problems and resolving escalated complaints or disputes.

• Ability to explain policies and procedures in a clear, concise, and professional manner to both internal and external customers; knowledge of communications sufficient to explain the reasons for transactions and procedures, rules, and regulations to so that others understand the information they are being given.

• Knowledge of data entry procedures and systems, such as Microsoft Office or similar data entry systems; skill in data entry sufficient to maintain accurate records and reports, receive and review source documents.

• Knowledge of Accounting principles and practices sufficient to analyze, interpret, and prepare financial information, records, and reports.

• Ability to analyze and make recommendations to management for new or revised administrative and program practices and procedures for smooth and efficient office operation.

• English language skills sufficient to clearly and accurately communicate information and respond verbally and in writing with internal and external constituents.

• Skill in word processing/keyboarding sufficient to use software to create, format, edit, print, and save a variety of documents, including spreadsheets, tables, charts, and graphs in an efficient and timely manner.

• Skill in database management sufficient to input data quickly and accurately, compile reports, analyze discrepancies, store and retrieve data in a variety of reports.

• Skill in accounting sufficient to reconcile invoices, receipts and purchase orders, and monitor and balance budgets and grants to ensure spending is within budget and grant guidelines.

• Demonstrated ability working collaboratively in a culturally diverse environment and experience working with people from diverse backgrounds and education levels.

Preferred Qualification

• Bachelor’s degree.

• Three (3) years’ experiences as an administrative assistant in an academic setting.

• Advanced computer skills in Microsoft products and other technologies.

• Knowledge of Minnesota State policies and procedures.

• A general understanding of curriculum and degree requirements.

• Knowledge of Minnesota State policies and procedures.

• Supervisory experience.

• Excellent written and verbal communication skills.

• Excellent human relations skills, maintaining confidentiality, and professionalism

• Demonstrated organizational skills, working well under pressure, prioritizing multiple projects, and meeting deadlines.

• Project management skills, and demonstrated skills working independently, solving problems, and resolving dilemmas in a timely manner.

• Knowledge of accounting principles and practices sufficient to analyze, interpret, and prepare financial information, records, and reports.

• Ability to analyze and make recommendations to management for new or revised administrative and program practices and procedures for smooth and efficient office operation.