Office & Admin Specialist Int

Minnesota State Colleges and Universities; Winona (MN); On-site; USD 44,000 - 58,000; Full time

Benefits offered by this job

Paid vacation and sick leave

12 paid holidays

Low-cost medical, dental, vision plans

Pension plan

Life insurance

Disability insurance

Tax-free health/dental/dependent care

Professional development

Job summary

Winona State University seeks an Administrative Assistant-Facilities Services to support the AVP and facilities team. This role manages daily office operations, vehicle reservations, key issuances, work-orders, receptionist duties and radio dispatching.

You will supervise student workers and monitor budgets, handling related duties as assigned. The position is full-time, on-site in Winona, with a 7:00am-3:30pm schedule, Monday–Friday, and benefits through Minnesota State.

Qualifications

• Typing/keyboard skills sufficient to prepare correspondence and campus notifications.
• Data entry to enter energy bills into spreadsheets and databases.
• Communication skills for phone, in-person and email interactions.
• Word processing to draft and edit letters and notices.
• Bookkeeping to oversee facilities office and motorpool budgets.
• Customer service as receptionist for the facilities main office.
• Criminal background check must be passed.

Responsibilities

• Provide admin support to the AVP for Facilities and staff.
• Manage day-to-day office operations: vehicle reservations, key issuance, work-orders, receptionist duties, radio dispatching.
• Supervise student workers and monitor budgets as assigned.

Skills

Budget reconciliation

Typing 40 WPM

Communication skills

Word processing

Spreadsheets

Bookkeeping

Customer service

Tools

Microsoft Word

Excel

SharePoint

Accounting software

Databases

Radio dispatch systems

Job description

• Telework Eligible: No

Working Title: Administrative Assistant-Facilities Services

Job Class: Office and Administrative Specialist, Intermediate

Agency: Winona State University

• Job ID: 97586
• Location: Winona
• Telework Eligible: No
• Full/Part Time: Full-Time
• Regular/Temporary: Unlimited
• Who May Apply: Open to all qualified job seekers
• Date Posted: 10/08/2026
• Closing Date: 10/21/2026
• Hiring Agency/Seniority Unit: MN St Colleges & Universities / Winona State Univ-AFSCME
• Division/Unit: MnSCU Winona SU / MnSCU WIN Classified Dorm
• Appointment Type: Unlimited, Full-time
• Work Shift/Work Hours: 7:00am-3:30pm
• Days of Work: Monday - Friday
• Travel Required: No
• Salary Range: $21.12 - $28.01 / hourly; $44,098 - $58,484 / annually
• Classified Status: Classified
• Bargaining Unit/Union: 206 - Clerical/AFSCME
• Work Area: Facilities Services
• 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.

Responsibilities:

The purpose of this position is to provide administrative assistant support to the Assistant Vice President for Facilities and other facilities services staff as directed. This position manages the day-to-day operations of the main office including vehicle reservations, building key issuances, processing of work-orders, receptionist duties, radio dispatching, including supervising student workers and monitoring budgets and other duties as assigned.

Minimum Qualifications:

• Math, -sufficient to add, subtract, multiply and divide in reconciling budgets, paying invoices and determining two-way radio repair.
• Typing/Keyboarding (40 WPM)-sufficient to type correspondence for the Assistant Vice President for Facilities related campus notifications. Data Entry Performance-To enter information from energy bills into spreadsheets and online databases.
• Communication Skills-sufficient to communicate with customers over the phone, in person and via email.
• Word Processing-sufficient to draft proof, edit and create correspondence for the Assistant Vice President of Facilities and Facilities related campus notifications. Spreadsheets-sufficient to create new spreadsheets, pull data from invoices, enter data into spreadsheets and manipulate data in spreadsheets.
• Bookkeeping - sufficient to provide oversight on facilities office and motorpool budgets.
• Customer Service Skills-sufficient to serve as the receptionist for the facilities services main office.
• Must pass a criminal background check.

Preferred Qualifications:

• Excellent oral and written communication skills sufficient to communicate professionally and respectfully
• Excellent organization skills sufficient to ensure accurate record keeping and work in a fast paced environment with multiple interruptions
• Demonstrated ability to multi-task
• Excellent human relations skills sufficient to interact with a variety of customers in situations of a difficult nature from time to time.
• Knowledge of office equipment including computer, printer, fax and copy machine
• Experience with and knowledge of Microsoft office products including Word, Excel and SharePoint
• Experience with and knowledge of computerized accounting software
• Experience managing databases
• Knowledge of portable radio dispatch systems

About Minnesota State

Founded in 1858, Winona State University is a regional public university and the oldest member of the Minnesota State system. Offering more than 200 majors and programs, Winona State has the #1 Student Success Rate in the Minnesota State System with 96.97 percent of WSU graduates being hired in a field related to their degree. U.S. News recognized Winona State as having top-ranking undergraduate programs in nursing, engineering, psychology, business, and computer science.

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/.

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.