Skip to main content

This job has expired

Administrative Officer

Employer
University of North Dakota
Location
Fargo, North Dakota
Salary
$44,000+

View more

Industry
Education
Job Type
Long-Term
Hours
Full Time

Job Details

Description

Manage all aspects of the Department of Psychiatry & Behavioral Science to accomplish the missions of the Department and School. Work with department chair, psychiatry residency program director, clerkship director, departmental office staff, psychiatry residents, and all community physicians, staff and others involved in the day-to-day operations of the Department of Psychiatry and Behavioral Science. Coordinate the Psychiatry Residency Training Program under the direction of the program director, to assure the program adheres to accreditation requirements.

Duties & Responsibilities

Manage Department of Psychiatry and Behavioral Science

Manage day-to-day operations of the department:

  • Direct work projects – answer questions as they arise and problem solve
  • Manage department budget, finances and salaries
    • Assist Chair in creating annual budget for the department
    • Complete online budget module processes annually
    • Run salary & budget reports regularly to review for accuracy
    • Process departmental deposits
    • Process expense reports for faculty and residents for reimbursements
  • Prepare department agreements with community faculty and institutions – serve as liaison for department and institutions
  • Process all payments for department
  • Manage all aspects of staffing department offices
    • Hire and supervise staff and complete yearly staff evaluations
    • Approve and track staff leave requests and associated payroll documents
    • Terminate staff as necessary
    • Manage workload of administrative staff in the department to ensure appropriate staffing levels for daily work to be performed, including special events and projects. Redistribute assignments as necessary
  • Liaison between classified employees and faculty and between faculty and administration
  • Manage office space and facilities
  • Oversee and approve all purchases and maintenance of department equipment and supplies
  • Manage department records system
  • Maintain current Notary public commission for various documents needing notarization
  • Update department website as needed
  • Complete yearly inventory. Surplus items as needed.
  • Complete reports as needed
  • Act as resource for faculty for any questions they have (e.g. payroll, personnel, university and department policies, etc.)
  • Oversee appointment, promotion, tenure, and evaluation of faculty
  • Oversee faculty recruitment
  • Coordinate department awards (faculty and student)
  • Monitor continued adherence to university guidelines and policies

Manage all aspects of the Psychiatry Residency Program including:

  • Recruitment Process:
    • Review and filter all ERAS applications for desired criteria
    • Schedule applicants for interviews, participate in the interviewing of applicants, participate in ranking meetings
    • Coordinate hotel room & transportation reservations for applicants, as well as interview dinners, as needed
    • Assure rank order list in accurate for punctual submission according to NRMP Match deadline
  • Process new resident appointments through Recruiting Solutions, and terminate graduated/departing residents
  • Process I-9 and E-Verification for new residents
  • Process necessary paperwork for reappointing promoted residents
  • Update and maintain complex resident database
  • Obtain licensure for residents, both North Dakota and Minnesota
  • Monitor resident certifications for compliance with requirements
  • Prepare complex clinical rotation schedule and update as needed
  • Utilize MedHub online program to compile information, monitor resident data, and prepare reports
  • Assure accuracy of resident training schedule information for the quarterly billing report
  • Update resident training details on ABPN preCERT website to assure resident eligibility for board certification exam
  • Update & monitor residency program data to comply with accreditation requirements in online ACGME WebADS (Accreditation Data System)
  • Compile data for CCC (Clinical Competency Committee) meetings and attend these meetings
  • Complete GMEC (UND Graduate Medical Education Committee) Annual Report, and other reports as needed
  • Attend AADPRT (American Association of Directors of Psychiatric Residency Training) Annual Meeting, program administrator symposium to stay abreast of changes/updates to program processes and to network with others across the country in the same role and from the various psychiatry residency organizations in the nation (ABPN, ACGME, etc.)
  • Complete training verifications for former residents
  • Update residency website as needed
  • Oversee staff who assist with the residency program regarding evaluations, didactic schedules, meetings
  • Maintain the day-to-day operations of the residency program

Required Competencies

  • Ability to work independently and make decisions independently
  • Ability to supervise people from a variety of backgrounds and cultures
  • Ability to prioritize
  • Knowledge and experience with computer, to include excellent keyboarding skills
  • Must have exceptional organizational skills, flexibility, and ability to keep on task after many interruptions
  • Proficiency in Microsoft Word, Excel, and PowerPoint

Minimum Requirements

  • Bachelor's degree in Buiness Administration
  • 2 years of office management experience and experience supervising staff
  • Experience with Microsoft Word, Excel, and 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.This position does not support visa sponsorship for continued employment.

Preferred Qualifications

  • 5 years of office management experience and experience supervising staff
  • Experience with North Dakota University System and University of North Dakota policies and procedures.
  • Experience with PeopleSoft HRMS and Finance modules
  • Experience with utilizing MedHub software, Website updating programs, Blackboard, Outlook calendaring, and Zoom

Minimum Hiring Salary/Position Classification

$44,000-53,000/Annual, Exempt, Full-time, Benefited

Work Schedule/Start Date

Monday - Friday 8:00am - 4:30pm

Benefits

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 UND.edu. You may also request a paper copy of the report from the UND Police Department located at 3851 Campus Road, Grand Forks, ND, 58202.

Company

The University of North Dakota is one of the largest employers in the region. The University provides a comprehensive benefits package that includes full health insurance premium coverage for single or family plans, a retirement plan, tuition benefits for employees, as well as for the spouse and dependents of the employee, on-campus training programs, exclusive internal recruitment opportunities, as well as many other benefits.

Company info
Website
Location
264 Centennial Drive
Stop 7127
Grand Forks
ND
58202
United States

Get job alerts

Create a job alert and receive personalized job recommendations straight to your inbox.

Create alert