Office & Administrative Specialist-Senior

1. Publication Design:  

Provide support with planning, designing and creating digital production-ready files for WSU-Rochester publications in accordance with the university mission and core values. These include, but are not limited to, postcards, various comprehensive program brochures, advertising, special event invitations, direct mail solicitations, promotional materials, banners, posters and a variety of other marketing print and collateral materials as needed. Assist with the coordination of projects from inception to completion.

1. Provide support at planning sessions with the staff and faculty from throughout the University to establish strategies and objectives for recruiting materials
2. Assist with preparing design concepts for discussion and approval by client and/or Recruitment and Marketing Coordinator including print, web, and digital media.
3. Check proofs to insure production accuracy and graphic quality prior to press runs.

1. Electronic Media Design and Content

As needed, assist with planning, designing and creating content for electronic media pieces (i.e. email blasts, social media posts and advertisements, WSU-Rochester events, electronic display boards)

1. Provide support at meetings with faculty, staff, students, and team members to plan content and design for electronic media and communications
2. Research best practices for the web and electronic media, direct and electronic communications
3. Assist WSU-Rochester Recruitment and Marketing Coordinator when communicating with web communications, writers, outside vendors and photographers to obtain the necessary content to fit the design concepts
4. Implement design on appropriate social media channels for recruitment visits at community colleges and other specific events on WSU-R social media for the WSU-R Recruiter

1. Provide Support for Internal and External Campus Communications and Graphic Design Services, including:
   1. Provide support for Marketing and Communications Coordinator with design, creation and coordination of WSU-Rochester brand identity, other graphic identity and graphic design projects
   2. Assist in creating posters, displays, signage and other visual communications media
   3. Assist in development, design, management and implementation of content and images for the WSU-R digital sign system to inform students and campus visitors about news and events on the WSU-Rochester campus 
   4. Assist with editing news items, event information, and updates for the WSU-R website.
   5. Assist with monitoring and reporting on the performance of the WSU-R website and make recommendations for improvements and changes.
   6. Research, develop and submit vendor contracts in accordance with WSU legal and business office policies, procedures and timelines
   7. Serve as primary point of contact and issue management for WSU-R Recruitment and Marketing Coordinator with internal and external stakeholders and providers

4.  Provide Administrative Support to WSU-R Recruitment & Marketing Coordinator

1. Assist and report on project timeline and progress status for annual marketing projects, including coordination with providers on production of the annual campus view book/guide, campus profile report, and student and faculty handbooks
2. Monitor, maintain and report on marketing budget records and transactions
3. Manage marketing budget cost center, including identifying issues and problems, reconciling purchase orders with invoices and payments, projecting expenditures and making recommendations over the course of the fiscal year
4. Monitor and maintain calendar for the WSU-R Recruitment and Marketing Coordinator, including arranging appointments and planning meetings with university, RCTC and external community stakeholders
5. Conduct research for campus projects as assigned and analyze information to identify options for actions and decisions 
6. Serve as campus liaison with the WSU finance and business offices to ensure that campus financial procedures meet policy requirements and calendar deadlines for university business and finance offices

1. Provide Administrative Support to WSU-R Recruitment & Admissions Advisor:
   1. Provide support for CRM and Access and Sharepoint database resources for prospective student queries and applications related to campus recruitment activities to monitor, assess, report, and improve recruitment and communication efforts
   2. Assist in maintaining database of student prospects, including application, admission and enrollment status in Hobsons.
   3. Maintain and track a calendar of campus and community events and activities, proactively monitoring upcoming events and commitments to plan, create, and prepare activities and materials
   4. Support in participation of faculty and staff in events and activities
   5. Provide technical and administrative support for the execution of special events on and off campus, including technology/audio-visual needs, physical design, and space setup, guest services and negotiations and contract development with vendors/providers
   6. Monitor and maintain calendar for the WSU-R Recruitment, including arranging appointments, and planning meetings with university, RCTC, and external community stakeholders

1. Provide back-up front-line customer service in Student and Campus Services Office
   1. Maintain confidential information and material, data protected student and personnel information, including understand of FERPA rules and regulations
   2. Assist students with registration, schedule changes, applications, provisional admissions, student records, web processes and transcripts
   3. Provide general information regarding WSU-R campus information and WSU student service procedures and policies
   4. Maintain confidentially of information at all times
   5. Provide back-up receptionist services in the WSU-R Student and Campus Services Office as needed

Qualifications

    Minimum Qualifications:

Math-sufficient to add, subtract, multiply and divide when working with budgets and invoices,  Typing/Keyboarding (40 WPM)-sufficient to draft correspondence for WSI-Rochester, Data Entry Performance-sufficient to enter information into ISRS and Excel, English (Speaking and/or Writing and/or Reading Orally)-sufficient to communicate with customers of the department, Word Processing-sufficient to create and draft correspondence for WSU Rochester, Spreadsheets-sufficient to enter date into Excel and manipulate the data, Database Management-sufficient to work with the different software systems used and run reports and queries for  Supervisor and others served, Development of Administrative and Programmatic Procedures-sufficient to develop policies and procedures for the WSU Rochester Center and implement new processes, and Customer Service Skills-sufficient to serve as the receptionist of the department.

Preferred Qualifications:

• Bachelor’s Degree in art, design, and/or marketing or related field
• Minimum 3 years preferred in publications designing print materials, web pages or web related experience, preferably in higher education
• Demonstrated excellence and creativity in graphic communication
• Experience with managing and archiving multimedia content

In accordance with the Minnesota State Colleges & Universities (MnSCU) Vehicle Fleet Safety Program, employees driving on college/university business who use a rental or state vehicle shall be required to conform to MnSCU’s vehicle use criteria and consent to a Motor Vehicle Records check.