Administrative Assistant

Fargo, North Dakota
Dec 30, 2020
Job Type
Full Time


This position serves as an administrative assistant for the Department of Psychiatry & Behavioral Science, Fargo, and works with all departmental levels of faculty and staff, as well as residents, medical students, community physicians and other individuals as needed to accomplish the mission of the Department and School.

Duties & Responsibilities

  • Provide coordination for the third year psychiatry clerkship and administrative assistance to the director of undergraduate psychiatry education
    • Provide primary support to the clerkship director in matters relating to the clerkship
    • Maintain clerkship compliance to UNDSMHS, department policies, and LCME guidelines, and communicate any changes to other campus coordinators
    • Attend CSCS meetings when information presented is pertinent to policy changes within the clerkship, and when the Psychiatry Annual Report is presented
    • Participate in curriculum development
      • Identify needs for programs and revise existing procedures as needed
      • Prepare and update clerkship orientation materials and distribute to all campuses
      • Schedule and attend as a team member, monthly clerkship team meetings, and ensure that accurate records of minutes & agenda are held and communicated with the appropriate parties
      • Arrange and coordinate the Clerkship Annual Retreat, and ensure that accurate records of minutes are held and communicated with the appropriate parties. Participate in curriculum discussion as needed.
      • Create presentations incorporating data for annual meetings
      • Maintain the Psychiatry Clerkship Organization in Blackboard
      • Update the Psychiatry Clerkship information within the UNDSMHS website
    • Arrange, prepare, and coordinate students’ didactic activities
      • Coordinate and schedule videoconferencing and/or Zoom of didactic lectures with various campuses
      • Schedule classrooms for clerkship learning activities as needed
      • Coordinate and conduct student orientation sessions
      • Prepare and distribute materials as needed
    • Schedule clinical rotations via communication with local agencies, preceptors and lecturers
    • Order NBME exams for Fargo campus, as well as proctor and provide computer support for NBME exams
      • Monitor all campuses to assure NBME results are provided to students in a timely manner consistent with UND policy
    • Utilize Leo, a web-based system for data collection, to:
      • Monitor student participation in required patient encounter tracking (PET) for clerkship compliance
      • Monitor grade reports for psychiatry clerkship students on all UND campuses, to assure they are finalized in Leo
      • Schedule mid-rotation feedback for Fargo students with the Campus Clerkship Director
      • On Fargo campus, schedule clerkship rotations, preceptor evaluations of students, and student evaluations of faculty
      • Pull together clerkship evaluation data for annual review of program, preceptors, and students
    • Maintain gradebook, student files, calendars, and materials for all campuses
    • Records Coordinator for medical student files
    • Maintain data collection for annual report to be presented to the CSCS, to include campus comparisons of grades, NBME scores, patient encounters, etc.
    • Draft reports, including the Psychiatry Clerkship Annual Report in compliance to CSCS and LCME standards
    • Maintain current list of psychiatry fourth year electives and acting internships
      • Schedule, obtain preceptor approval for acting Internships in coordination with campus office, and complete grade in Leo
  • Provide administrative assistance for the Psychiatry Residency Training Program
    • Organize quarterly Program Evaluation Committee meetings and ensure that accurate records of minutes & agendas are held and communicated with the appropriate parties
    • Organize quarterly Resident/Director meetings and record meeting minutes with accuracy
    • Coordinate and attend Annual Residency Program Review and ensure that accurate records of minutes & agenda are held and communicated with the appropriate parties
    • Participate in monthly department staff meetings
    • Coordinate and contribute to the collection of data for annual or periodic reports
    • Distribute and collect Clinical Skills Exams and monitor for compliance with ABPN (American Board of Psychiatry & Neurology) requirements
    • Coordinate and maintain residency on-call schedule and call-totals workbook, and distribute to appropriate parties
    • Assist with resident candidate interviews as needed
    • Perform MedHub duties, which is the online data collection system used by UND residency programs, to include:
      • Create Milestone evaluation forms to be compliant with ACGME requirements
      • Schedule & monitor completion of rotation, didactic, peer, and resident self-evaluations
      • Monitor patient logs and procedures for program compliance
      • Monitor resident duty hours for UNDSMHS and ACGME compliance
      • Maintain program data, and research solutions for projects as assigned
      • Create reports for annual faculty evaluations, annual program review, and for various residency committees
  • Other administrative assistant duties
    • Assist in arranging & setting up meetings as needed
    • Assist in preparing routine reports, forms and other documents as needed
    • Compose, edit, prepare, review and answer correspondence
    • Answer phone, greet & assist visitors and provide information & directions in a friendly & professional manner
    • Operate office equipment including fax machine, scanner, networked computers & printers, copy machine, telephone, webcam
    • Adhere to project deadlines
    • Post & deliver mail as needed
    • Assist department faculty, administrative officer, residents and others as needed

Required Competencies

  • Demonstrated verbal and written communication skills.
  • Excellent organizational skills and attention to detail.
  • Ability to work independently and as part of a team.
  • Excellent decision making skills with ability to discern when additional direction is required.
  • Excellent keyboarding skills.
  • Knowledge and experience with computer, videoconferencing equipment, and Zoom for lectures and presentations.
  • Must demonstrate a consistently friendly, helpful, and pleasant personality.

Minimum Requirements

  • Associate's degree or 2 years of college equivalent
  • 4 years of experience in an office or academic setting.
  • Experience with Microsoft Word, Excel, PowerPoint.
  • Successful completion of criminal history records check.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the US and to complete the required employment eligibility verification form upon hire.

Preferred Qualifications

  • Experience with North Dakota University System and University of North Dakota Policies and procedures
  • Experience with utilizing:
    • MedHub & Leo software
    • Blackboard
    • Outlook calendaring
    • Zoom

Minimum Hiring Salary/Position Classification

$36,000 non-exempt, Full-time, Benefited

Work Schedule/Start Date

40 hours per week, 8:00am-4:30pm, occasional time outside of standard hours.


Includes single or family health care coverage (premiums paid for by the university), basic life insurance, EAP, retirement plan, tuition waiver, annual and sick leave. Optional benefits available: supplemental life, dental, vision, flexible spending account, supplemental retirement plans.

To Apply

For full consideration, all application materials must be fully submitted by 11:59PM on the closing date.

Additional Information

To find out why living and working in Greater Grand Forks is way cooler, check out Grand Forks is Cooler.

All information listed in this position announcement will be used by Human Resources, the Hiring Department, and EO/Title IX for screening, interviewing and selection purposes.

Confidentiality of Application Materials

Pursuant to NDCC 44-04-18.27, applications and any records related to the applications that identify an applicant are confidential, except records related to the finalists of the position, which are open to the public after the search committee has identified the top three finalists who will be invited to campus.

EEO Statement

The University of North Dakota is an Affirmative Action/Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or other protected characteristic. Women, minorities, veterans, individuals with disabilities, and members of other underrepresented groups are especially encouraged to apply. Applicants are invited to provide information regarding their gender, race and/or ethnicity, veteran’s status and disability status as part of the application process. This information will remain confidential and separate from your application.

Veteran’s Preference

Veterans claiming preference must submit all proof of eligibility by the closing date. Proof of eligibility includes a DD-214 or NGB 22 and if claiming disabled status, a current letter of disability from the VA dated within the last 12 months.

Clery Statement

In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the University of North Dakota publishes an Annual Security and Fire Safety Report. The report includes the university’s policies, procedures, and programs concerning safety and security, as well as three years’ of crime statistics for our campus. As a prospective employee, you are entitled to a copy of this report. The report and statistical data can be found online at You may also request a paper copy of the report from the UND Police Department located at 3851 Campus Road, Grand Forks, ND, 58202.

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