Office & Admin Specialist Int; Graduate Nursing & HealthForce MN

Overview

Working Title:

Office & Admin Specialist Int (Graduate Nursing & Health Force MN). Institution:
Winona State University.

Location:

Rochester, MN. Classification

Title:

Office & Admin Specialist Int. Bargaining Unit: AFSCME - Clerical and Office. FLSA:
Non Exempt.

Employment Type:

Full time. Posting closes on the specified Close Date (if designated). Salary Range: $20.76 - $29.22 per hour.

• Provide clerical and general office support to Health Force MN, and Graduate Nursing faculty, staff, and students. Prioritize and manage multiple requests, deadlines, and competing needs across Health Force MN and Graduate Nursing. Communicate with graduate nursing program and Health Force MN stakeholders regarding department matters. Deliver strong customer service to students, visitors, community and clinical constituents; determine needs, respond personally when possible, and refer to appropriate staff without delay (in person, phone, email).
• Distribute mail for both departments; send and receive inter-campus mail. Monitor Health Force MN and Graduate Nursing email inboxes and answer general questions, referring others to appropriate staff as needed. Assist with printing/preparing class materials (tests, course materials, presentations, etc.). Create and send guest letters, campus maps, parking passes, and mail thank you letters. Maintain email lists for departmental communities of practice.
• Print department documents as needed; coordinate logistics for meetings, events, and programs (scheduling, materials, food, communication, on-site support). Orient new partners to Graduate Nursing Program and Health Force MN programs. Prepare department correspondence and maintain departmental files (physical and electronic) with logical organization and access. Attend regular team meetings, take notes with action items, and send to the team. Prepare calendar invitations for in-person, Zoom, Teams, or phone meetings.
  
  Maintain office equipment and order supplies; contact vendors for service as needed.
• Manage assigned responsibilities related to grant processes for both departments. Manage tasks related to accreditation. Serve as back-up for graduate nursing, CoNHS, and WSU-R OAS as needed. Provide support for Health Force MN events (e.g., Scrubs Camp, HOSA, advisory board meetings).
• Maintain and manage databases and reports to support Department of Graduate Nursing operations. Setup and manage Typhon clinical data repository for all graduate nursing programs; manage administrative rights for faculty and staff. Guide faculty, staff, and students on document uploads, preceptor additions, and running reports. Manage student access to Typhon, including emailing login information and monitoring document expirations.
• Develop surveys (site and preceptor evaluations) as directed by faculty. Set up and maintain databases for tracking prospective student inquiries and communications. Provide compliance data using secure mechanisms to clinical affiliates. Run reports from Typhon, Nursing CAS, IPAR, Access, Excel, and other databases to support accreditation. Monitor and ensure data accuracy; verify preceptor credentials and related information in Typhon and other databases.
• Prepare and distribute preceptor thank you letters and ANCC preceptor verification forms. Maintain student admission data, clinical hours, and data for accreditation. Monitor expiration dates; manage contracts for tools supporting departmental work (e.g., Typhon, Nursing
  
  CAS, Castle Branch). Manage grant processes including data collection, database management, reports, training, and fund disbursement.
• Provide business administrative support for Health Force Minnesota. Generate cost center reports in Workday; update cost center spreadsheets and review with Executive Director monthly. Reconcile invoices and report discrepancies. Track administrative deadlines (contracts, invoices, reporting). Prepare and send invoices, accounts payable/receivable documents, and complete related Workday tasks. Facilitate contract setup and intra-agency agreements with internal and external partners. Document business processes in department folders and update as…