Fire & EMS Program Administrative Specialist - Office & Admin Specialist Intermediate

Fire & EMS Program Administrative Specialist - Office & Admin Specialist Intermediate Institution: Minnesota West Community and Technical College Classification Title: Office & Admin Specialist Int Bargaining Unit / Union: 206: AFSCME - Clerical and Office City: MWST - Jackson Campus FLSA: Non Job Exempt Full Time / Part Time: Part time Employment Condition: Classified - Unlimited Salary Range: $21.12 - $29.73 The Fire & EMS Program Administrative Specialist provides comprehensive administrative, regulatory compliance, and program coordination support for Fire and Emergency Medical Services (EMS) Customized Training programs at Minnesota West Community and Technical College. The position manages course operations from setup through completion, including state regulatory reporting to the Minnesota Emergency Medical Services Regulatory Board (EMSRB) and Minnesota Board of Firefighter Training and Education (MBFTE), student recordkeeping, certification issuance, and financial processing across multiple campuses and partner agencies. A significant component of this role involves subject-matter-level development and maintenance of EMS instructional materials, requiring working knowledge of EMSRB standards and national EMS guidelines — which is distinct from general administrative support. The position serves as the primary administrative liaison between the college and external partners, including fire departments, EMS agencies, and state regulatory bodies. This position requires working on the Jackson campus. Remote or hybrid work arrangements are not available. Principle Responsibilities and Results Regulatory Compliance & State Course Reporting Create and manage all EMS courses in the Minnesota Office of Emergency Medical Services (OEMS) eLicense portal; submit MBFTE attendance and completion records for fire training. Maintain course approval documentation, instructor credentials, and compliance timelines; submit all required state reports on schedule. Process EMS course completions in the OEMS eLicense Portal, ensuring attendee records, pass/fail status, and course end dates are entered accurately and on schedule. Curriculum & Instructional Material Development Maintain and update all EMS course materials (i.e. lesson plans, presentations, skills guides, and assessments) aligned with EMSRB requirements and national EMS standards. Implement updates from EMSRB or national guidelines; maintain version control and prepare instructor support materials to ensure consistent delivery across instructors. Develop and maintain evaluation tools, including quizzes, exams, and skills assessment documentation. Course Setup, Student Records & Certification Issuance Create and schedule non-credit courses in RST; monitor enrollment against minimums and notify leadership of cancellation risk. Issue Basic Life Support (BLS) and Heart Saver First Aid eCards to students via the American Heart Association (AHA) eCard portal, accurately recording student contact information and supporting documentation. Generate and mail course completion certificates and class rosters to contracting agencies; coordinate grade entry for EMS credit courses in the Integrated Statewide Records System (ISRS). Financial Operations & Invoicing Generate customer invoices in Workday and monitor payment status against contract terms. Update Salesforce with payment dates upon notification from the Business Office; process purchase orders and monthly medical director invoicing; maintain organized invoice records. Respond to Business Office inquiries regarding past-due agency accounts and update records accordingly. Certified Nursing Assistant (CNA) Coordination & Support Assist with coordinating CNA test-out logistics, including scheduling actors, proctors, and room assignments across all sites. Assist with managing and uploading CNA test-out documentation into Salesforce and maintain accurate activity records. Support CNA test-out operations, including participant coordination and onsite administrative needs. Assist with conducting periodic follow-up with partner facilities regarding outstanding CNA-related invoices or payments. Credit Course & EMS Registration Support Email Academic Affairs Coordinator with EMS 1112 course info (dates, times, location, instructor, credits); copy the EMS/Fire Coordinator; receive the Course ID back. Register EMS credit students in ISRS, process third-party payment arrangements, and enter courses in the OEMS eLicense portal prior to the start of classes; ensure required regulatory exam approval documentation is submitted within established deadlines. Data Management, Online Programs & Other Duties Maintain course, student, agency, and payment records in Salesforce; support Ed2Go and online course coordination with program staff. Serve as backup for Accounts Receivable operations at the Jackson campus during the primary AR staff member's absence: receive and scan incoming mail/payments, apply payments in Workday, and process daily deposits. This duty is campus-presence-dependent and constitutes a small portion of overall responsibilities. Perform other duties as assigned, including participating on committees or special projects, to ensure the smooth functioning of the department and maintain the reputation of the college/department as a viable business partner. Minimum Qualifications Ability to communicate in a variety of formats to gather and relay information with tact and diplomacy. Skill in customer service sufficient to respond effectively to clients, coworkers, and customers who have questions about agency operations and procedures. Knowledge of basic accounting principles and practices sufficient to analyze, interpret, and prepare financial information, records, and reports. Knowledge of standard computer software programs for word processing, spreadsheets, and databases sufficient to create, modify, and protect files. Ability to analyze and make recommendations to management for new or revised administrative and program practices and procedures for smooth and efficient office operation. Preferred Qualification Associates degree in business, office administration, health sciences, or related field. Experience in a higher education, healthcare, emergency services, or public safety environment. Familiarity with Minnesota State College and Universities systems: ISRS, RST/rST, Workday, and/or Salesforce CRM; experience with Adobe Sign or comparable e-signature platforms is a plus. Knowledge of American Heart Association (AHA) CPR/AED/First Aid eCard processes and Emergency Medical Services Regulatory Board (EMSRB) or Minnesota Board of Firefighter Training and Education (MBFTE) reporting requirements. Understanding of EMS course structures, certification levels, and national EMS education standards. Experience creating or maintaining instructional materials in a healthcare or adult education context. Other Requirements You must apply online and attach an electronic cover letter and resume to your online application in order to be considered for this position. All applicants must be able to lawfully accept employment in the United States at the time of employment. In accordance with the Minnesota State Vehicle Fleet Safety Program, employees driving on college/university business who use a rental or state vehicle shall be required to conform to Minnesota State's vehicle use criteria and consent to a Motor Vehicle Records check. Work Shift (Hours / Days of work) Monday - Friday; 35 hours per week Telework (Yes/No) No. This position requires working onsite at the Jackson, MN campus. Remote work or hybrid arrangements are not available. About Minnesota State Colleges and Universities 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. Reasonable accommodations will be made to all qualified applicants with disabilities. If you are an individual with a disability who needs assistance or cannot access the online job application system, please contact the job information line at View phone number on click.appcast.io or email View email address on click.appcast.io. Please indicate what assistance is needed. Salary is commensurate with experience and qualifications and is subject to the terms and conditions of the applicable bargaining unit agreement or personnel plan. Northland Community & Technical College