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Aero/FTOP - Administrative Secretary

Employer
University of North Dakota
Location
Grand Forks, North Dakota (US)
Salary
$32,500/year

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Industry
Education
Role
Administrative
Job Type
Long-Term
Hours
Full Time

Job Details

Description The Administrative Secretary will provide support to the Flight Operations Administration department at the John D. Odegard School of Aerospace Sciences, specifically the Director of Flight Operations and Records Department.

Duties & Responsibilities

  • TSA Trusted Agent / Alien Flight Student Program coordinator / Records Assistant TSA Trusted Agent. Assist TSA clearances by verifying new Alien Flight Student credentials. Schedule appointments with Alien Flight Students to process TSA applications for 102, 221, 325, 480 and CRJ flight courses. Apply payments to Alien Flight Students’ TSA applications. Maintain proper records and legal documents for AFSP applicants. Submit monthly payment transactions to Records Department. Process and distribute completed Temporary Pilot Certificates and Logbooks to UND Aerospace students. Assist CFI new hires and upload certification data into AIMS Pilot Manager.  Provide assistance in the Records Department. File records documents and perform Ramp Badge Audits.

Flight Operations Administration staff and student support. Assist with hiring of student employees. Schedule and assign tasks to student employees. Coordinate and process UND Aerospace and Aerospace Foundation Travel Requests and Reimbursements for Flight Operations personnel. Obtain proper signatures, receipts and documentation for all travel requests and reimbursements. Assist the Director and Flight Operations personnel with various administrative tasks. Receive and distribute Inter-Campus mail from Flight Operations Administration, Dispatch, MX, Line and Helo to UND Campus offices. Maintain monthly/weekly inspections of AEDs, Fire Extinguishers, Eye Wash Showers and Medical Supply Kits for Flight Operations (Maintenance, Hangars, Line, Dispatch, Helicopter, Records and Administration). Submit monthly Copier Reading Reports for Flight Operations’ and Helicopter copy machines. BSSR contact for Flight Operations Administration building. Submit work orders for repairs/changes within Flight Operations Administration Building. Maintain the operation and cleanliness of Flight Operations Service Vehicles. Submit monthly mileages for Flight Operations Service Vehicles. Minor Inventory counselor for Flight Operations Maintain Purchasing Card for Flight Operations Purchasing card holder for UND Flight Operations. Monitor and purchase office supplies/minor equipment for Flight Ops Administration, Dispatch, Records and Helo. Purchase airline tickets for UND Flight Operations personnel. Maintain accurate documentation of purchases and promptly submit monthly statements. Apply payments for event registration fees and annual memberships for Flight Operations Personnel. Receive and confirm purchases. Process returns if necessary. Flight Operations Ramp Badge Management & Security Program. Operate and maintain Pinnacle security system. Responsible for monitoring and granting access to secure airport locations through the Pinnacle security system. Work as liaison between UND Badging Office and Flight Operations Ramp Badge Manager. Issue Simplex security cards to Aerospace staff. Update all Aerospace staff and student ramp badges in Pinnacle for annual TSA audits. Monitor and maintain access of secure doors throughout Flight Operations (Maintenance, Line, Helicopter, Dispatch, Records and Administration). Schedule opening and closing of each electronic door access, including weekend and holiday changes. Flight Operations Administration front desk coverage. Maintain coverage of the front desk. Keep in/out board accurate for administrators. Fax and/or scan documents for Flight Operations staff and students. Create documents using Word, Power Point and Excel for distribution and filing. Keep surroundings presentable to visitors. Complete day, week and overnight parking passes for Aerospace visitors. Schedule meetings in Outlook Calendar. Required Competencies

  • Excellent Interpersonal and Communication Skills. Ability to effectively work independently, with minimum direct supervision. Attendance and punctuality consistently maintained. Demonstrate flexibility in scheduling and accepting work assignments. Ability to remain calm, professional, and courteous in all circumstances. Ability to maintain confidentiality of personnel information.

Minimum Requirements

  • High school diploma or equivalent Experience with computers and software, including Microsoft Office:  Word, Excel, PowerPoint, and Outlook. Minimum of 1-year work experience in an office setting. Valid Driver’s License 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

  • 2 plus years of experience working in an office setting. Associate’s degree or equivalent in related field. Experience with UND Policies and Procedures. Experience with Aviation Department or the Aviation Industry. Experience with AIMS.

Minimum Hiring Salary/Position Classification $32,500/Non-Exempt

Work Schedule/Start Date Monday to Friday; 8:00am to 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.

NOTE:  Please attached files in pdf format.

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

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