STATE OF MINNESOTA - Winona State University

MINNESOTA STATE COLLEGES AND UNIVERSITIES [Institution Name]

Employee Name: Department/Division: Winona State University Prepared By: Non-Exempt Exempt: Executive Professional Administrative Unlimited Seasonal Temporary Limited

Position Control Number: 01122996 Classification Title: OAS Intermediate Working Title: OAS Intermediate If Exempt, attach required documentation

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POSITION PURPOSE (why position exists; how it helps accomplish mission of the department/division) To provide clerical and office management support services to the students, faculty, staff, and the program director for the Masters of Social Work Program at Winona State University ? Rochester.

RESPONSIBILITIES AND RESULTS 1. To provide clerical and general office support to MSW program faculty, staff, and students.

? Communicate with MSW program faculty and staff regarding department/program matters. ? Collect and distribute mail to program faculty and staff. Send and receive intercampus mail. ? Maintain, review, and update webpages and web links for the MSW program to confirm accurate

information is posted. ? Communicate with WSU website support team for appropriate layout, language, and information on the

MSW website. ? Assist in the distribution of MSW program print and online materials. ? Assist faculty and guest lecturers in printing class materials (tests, course materials, presentations, etc.). ? Set up and maintain administrative rights for faculty/staff utilizing CAS and Tevera (application and field

management software). ? Collect, store, and analyze ongoing program and student assessment data and prepare reports as needed. ? Run various reports for faculty/staff utilizing computer software databases. ? Maintain and update approved field practicum and field instructor database in Tevera. This involves data

entry and tracking of field placement setting, field instructor, and student information into Tevera. ? Maintain adjunct and guest lecture database (contact information). Data entry of adjunct/guest lecture

information into database, send emails, campus map, and parking pass. After guest lecturer is finished, prepare and mail thank you letters. ? Review, edit, and maintain course credits and cost center numbers in Faculty Workload Management (FWM) for each course listed by faculty member. ? Research proposed and approved practicum placement organization's websites for organization information, field instructor credentials, education, etc. and enter/edit information in Tevera. ? Assist and prepare program correspondence.

Minnesota State Colleges and Universities is an EO/AA/Vet/Disability employer/educator committed to the principles of diversity.

Template Revision: 12/30/2014

? Prepare and send out administrative forms to students and faculty. ? Prepare book and desk copy requests for faculty. Contact textbook representatives for desk copies and/or

ebooks for faculty. Make credit card purchases of instructional materials for faculty and submit appropriate receipt/documentation to WSU Purchasing department. ? Manage duplicating requests for faculty/staff. ? Reconcile duplicating invoices (monthly/quarterly) and report any discrepancies to WSU-R Administration department. ? Maintain office equipment (order supplies and contact vendor for service as needed). ? Submit Work Requests for office cleaning or hazard conditions on campus to maintenance. ? Schedule meeting rooms for faculty/staff. ? Schedule ITV, Acano meeting, and/or online conferencing for faculty/staff in coordination with WSU IT department. ? Assist with tasks and other duties as assigned in preparing for CSWE accreditation and site evaluations.

Priority: Essential Discretion: A Percent of Time: 40%

2. Provide administrative support to MSW Program Director and MSW faculty ? Record and distribute minutes for MSW Program meetings. ? Meet with Program Director to organize the Design Team and Advisory Board Meetings. Email meeting invitations to design team and advisory board members and faculty, accept RSVP's and agenda suggestions, prepare agenda, schedule and set up meeting room, take and transcribe meeting minutes. ? Schedule meetings and process forms for graduate student professional development activities. ? Reserve rooms and distance communication linkages (e.g., ACANO, Adobe Connect, Zoom) for graduate program meetings and events. ? Schedule meetings between faculty and staff. ? Process office key requests for faculty, staff, and graduate assistants. ? Coordinate appointments for MSW program director and/or MSW faculty. ? Assist MSW program director in preparation and proofing of program course schedules. Ensure that courses to be offered are schedule appropriately. ? Create, distribute, and upload course evaluations to D2L using Qualtrics software. Compile and store electronic course evaluations for courses to maintain data. ? Create TCFs (Term Course Forms) for each academic year for courses and forward to appropriate offices for approval. ? Initiate contract request forms for faculty, overloads, and adjunct faculty and complete Faculty Workload Management (FWM) for all faculty. ? Orient new department faculty and graduate research assistants to university and department policies and procedures. ? Assist and prepare correspondences as needed. ? Format and type syllabi, class handouts, assignments, exams, and recommendations for faculty. ? Maintain electronic copies of syllabi so they can be retrieved in a timely and efficient manner. ? Gather necessary information and process clinical site contract/Memorandum of Agreement for potential practicum placement sites and forward to WSU Legal Affairs Office ? Maintain an Excel spreadsheet of WSU approved clinical contract sites that can be used for practicum. ? Provide clerical support, organization, formatting, and submission preparation for Council of Social Work Education accreditation materials.

Minnesota State Colleges and Universities is an EO/AA/Vet/Disability employer/educator committed to the principles of diversity.

Template Revision: 12/30/2014

? Assist with preparing for CSWE site visitor evaluation visits. ? Assist with search for additional faculty members and adjuncts. ? Provide clerical support, organization, formatting, and submission of Child Welfare IV-E grant

management and data management of IV-E student scholars. ? Monitor MSW program budgets and manage disbursements to ensure program stays within guidelines. ? Monitor budget printouts and reconcile discrepancies monthly. ? Analyze and project needs for budget development. ? Assist faculty and student club officers with purchasing procedures and budget reports. ? Inform MSW program director of any budget discrepancies. ? Recruit, select, train, and supervise student employees. ? Compile, format, and submit CSWE reports within appropriate deadlines. ? Assist in coordinating and planning MSW program professional development labs and events.

Priority: Essential

Discretion: A

Percent of Time: 30%

3. Provide support for student application, admission, success, tracking, and follow-up processes. ? Facilitate the processing of applications for admission to the Masters of Social Work Program. ? Respond to program inquiries and requests for information. ? Data entry of MSW program student application materials. ? Prepare applicant files for faculty review (collect all application requirement materials, organize applicant folder in an accessible format for faculty, and inform faculty when files are complete). ? Email applicants a list of documents they have yet to submit in the application process. ? Compile an Excel spreadsheet listing summaries of each student's qualifications, to be presented for admission to the MSW Program. ? File and store paper and/or electronic copies of student information (Professional development project, Program plan, etc.) ? Prepare letters of acceptance and non-acceptance to applicants for the MSW Program. ? Correspond with faculty regarding all late application submissions. Track late applications on Excel spreadsheet. ? Provide students with information on how to receive MN Background Study Clearance and maintain record of students who need to complete, have completed, or received conditional status form the MN Background Study. ? Check transcripts for completed pre-requisite courses. ? Assign students to advisors/guides upon admission to the MSW program or when student requests a new guide. Maintain student to advisor ratio to ensure it is evenly distributed between MSW faculty. ? Daily/weekly contact with the School of Graduate Studies regarding applicants applying to the MSW program. ? Coordinate work with MSW Program Director, BSW program administrative assistant, faculty, and the School of Graduate Studies department, and graduate program recruiter. ? Support and/or direct students to others with immediate needs and/or questions. ? Other duties pertaining to student admissions, success, tracking, and alumni database/follow-up.

Priority: Essential Discretion: A

Percent of Time:

15%

Minnesota State Colleges and Universities is an EO/AA/Vet/Disability employer/educator committed to the principles of diversity. Template Revision: 12/30/2014

4. Serve as receptionist and information resource for current and prospective students, and clinical and community constituents. ? Answer telephone, direct callers to appropriate offices, furnish program information, schedule appointments for prospective students, current students, and faculty. ? Greet office visitors politely, determine their needs, respond personally whenever possible, and/or refer them to the appropriate person without delay. ? Data entry of prospective student information into database. ? Respond orally or by email to program inquires and requests for information. ? Provide program inquires with MSW program information, policy, procedures and regulations. ? Screen and refer prospective students to the appropriate graduate faculty, WSU-R staff member, or RCTC/WSU-R Welcome Center. ? Data entry and maintenance of graduate MSW student files using database (current, inactive, and graduates). ? Data entry of community contacts/partners into database. ? Support functions of the graduate student social worker association.

Priority: Essential

Discretion: A

Percent of Time:

10%

5. Perform other duties as assigned to ensure the smooth functioning of the department and maintain the reputation of the organization as a viable business partner.

Priority: Secondary Discretion: B

Percent of Time: 5%

Priority: Essential=if responsibility is reason job exists, is a highly specialized task or one that requires special education or training licensure, requires a great % of time, has a high level of accountability (consequences are considerable to others or the institution if failure to perform), the responsibility is essential; Secondary=if not essential, then responsibility is secondary; Discretion (optional): A-Employee investigates situations, makes decisions, takes appropriate action reports by exception and through normal review processes; B=...reports to supervisor immediately after action is taken; C=...makes decisions with supervisor....reports to supervisor immediately after action is taken; D=Employee discusses situations with supervisor before investigation, makes decisions with supervisor, takes appropriate action, and reports to supervisor immediately after action is taken.

KNOWLEDGES, SKILLS, AND ABILITIES Minimum Qualifications (expected to have to enter job)

Math-sufficient to add, subtract, multiply and divide in reconciling budgets, and paying invoices. Typing/Keyboarding (40 WPM)-sufficient to type correspondence for the Program. Data Entry Performance-sufficient to enter data into applications used, such as Excel and manipulate the data, English (Speaking and/or Writing and/or Reading Orally)-sufficient to communicate with customers over the phone, in person and via email. Word Processing-sufficient to draft, edit and create correspondence. Spreadsheets-sufficient to pull data from Excel and manipulate to create lists. Database Managementsufficient to maintain Excel and other database records and run queries and/or reports, Bookkeeping-sufficient to provide daily oversight for the program budget. Customer Service Skills-sufficient to serve as the receptionist for the Program.

Preferred Qualifications (desired but not expected to have to enter job) ? Ability to demonstrate strong communication skills and public relations skills

Minnesota State Colleges and Universities is an EO/AA/Vet/Disability employer/educator committed to the principles of diversity.

Template Revision: 12/30/2014

? Demonstrated ability to work collaboratively with faculty, students, staff, administrators, community members and prospective students

? Demonstrated ability to utilize current technology including computers, web research, and phone conferencing

? Knowledge of Microsoft Office Products ? Experience with website management ? Willingness to learn new equipment and computer software/programs ? Demonstrated ability to learn new computer applications ? Extensive experience with database management, running queries, and creating reports ? Demonstrated high degree of attention to detail ? Ability to work independently on several projects at a time ? Demonstrated strong organizational skills

RELATIONSHIPS This Position Reports to (provide class title, not person's name): MSW Program Director

Supervises (classification title; FTE; # in position; note if providing work direction only) 1-2 work study and/or graduate assistantship students

Internal and External Clientele and Purpose of Contact (the most significant job related contacts) ? Department of Social Work faculty, adjunct instructors, staff, student workers, students, and prospective students ? MSW program director ? Social Work Department Chairperson ? MSW field director ? College of Nursing and Health Science administration and staff ? MSW program field practicum sites ? Graduate Assistants ? WSU-Winona staff and administrative personnel ? WSU-Rochester staff and administrative personnel ? Clinical field instructors ? Community partners ? Program advisory group ? Guest lecturers ? RCTC administrative personnel, staff, and students ? MSW Design Team and Advisory Board Members

PROBLEM SOLVING (most difficult types of problems to resolve and consequence of error/non-resolution)

The individual in this position must be able to learn to work within a complex environment and meet the needs of the Master of Social Work program while remaining within frameworks established by external realities, including WSU, Minnesota State, and CSWE. This position requires the ability to recognize problems so that satisfactory solutions can be worked out in a timely manner. Employee will encounter a wide variety of student and faculty concerns, therefore the ability to recognize problems to solve them in an efficient manner; and to know when to refer them to other staff or departments for best solution is important. Some problems

Minnesota State Colleges and Universities is an EO/AA/Vet/Disability employer/educator committed to the principles of diversity.

Template Revision: 12/30/2014

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