Fire & EMS Program Administrative Specialist - Office & Admin Specialist Intermediate at Minnesota State in MWST

Job description

All Job Postings will close at 12:01 a.m. CT on the specified Closing Date (if designated). Working Title: 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