Administrative Secretary, Geography/GIS and Anthropology

Description

The Department of Geography/GIS and Anthropology seeks a professional team member to serve as an Administrative Secretary.  Responsibilities of the position are to serve as assistant to the department chairperson in the departments of Geography and Anthropology by providing essential administrative support, financial, and other routine functions that enable the faculty and chairperson to focus on their primary functions.  This position reports directly to the department chairperson, and indirectly to faculty, managing day-to-day operations of the department office.  This position is expected to commit 50% time to Geography and GIS and Anthropology and 50% time in support of other departments within the College of Arts & Sciences.

Duties & Responsibilities

• Serve as an assistant to department chair to ensure smooth functioning of the department(s). Track department, college and university deadlines that relate to Geography/GIS and Anthropology; work with chair(s) to assure deadlines are met.
• In a professional manner, answer phone calls and assist students, faculty and others who visit the department office.  Use problem-solving skills to answer questions and direct visitors to the appropriate faculty or staff member for action.  
• Serve as advisor to department chair regarding financial practices and allowable expenses. 
• Advise chair regarding fund number(s) to be used for purchases, services, reimbursements.
• Research and interpret financial regulations, policies, and allowable expenses to ensure that the department adheres to university and state regulations; enforce policies and procedures within the department(s).
• Work with Shared Service Center associates to ensure prompt handling of purchases, payments, budget transfers, inter-departmental billings, and other financial transactions.
• Manage supply and equipment orders.
• Manage and route contracts for graduate assistantships and tuition waivers.
• Compose and edit correspondence, including mass mailings.
• Maintenance of department websites. 
• Provide support to department committees. 
• Use Campus Connection to gather academic and enrollment information for the department chair and faculty.
• Assist students by providing information on enrollment procedures such as class permission numbers, student overrides and other academic student actions.
• Maintain schedule of faculty availability for office hours and scheduled classes. 
• Maintain syllabi for courses taught within the department.
• Assist with coordination/collection/maintenance of student and department assessment data. Mail management; maintain signage displays and department directory. 
• Request and manage Facilities work orders; project requests, technical and repair services and space changes as needed to maintain department facilities and equipment. 
• Run and review payroll reports to confirm accuracy of salary paid and fund sources charged for Geography & Anthropology personnel. 
• Manage student employee job postings; and share in the training and supervision of student employee(s).
• Accurately track balances of departmental work study and institutional employment; track balance of allocations for student employees. 
• Make travel arrangements for faculty and guests; prepare recruitment and interview schedules.   
• Coordinate department-level special events and work with UND’s Marketing and Creative Services for creation of event materials.  
• Contribute to student recruitment activities within the department as requested. Record minutes of faculty meetings; prepare minutes for distribution and retention. 
• Serve as coordinator for keys; maintain key inventory.
• Serve as asset manager, including submission of annual asset inventory. 
• Serve as telephone counselor and copy machine coordinator.
• Serve as coordinator of records retention and file management for the department.

Required Competencies

• Demonstrate excellent interpersonal and organizational skills and ability to work in a detail-oriented atmosphere.
• Demonstrate ability to interact in a positive and effective manner with faculty, students and the public while maintaining professionalism and confidentiality. 
• Demonstrate problem-solving skills.
• Demonstrate ability to multi-task and function with a high degree of accuracy.
• Demonstrate ability to work individually as well as part of a team. 
• Work to maintain positive environment. 

Minimum Requirements

• Associate degree or equivalent experience
• Two years of office or administrative work experience
• Experience with Microsoft Word, Excel, and Outlook.
• 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

• Three years of related work experience.
• Experience in an academic setting. 
• Experience using Campus Solutions to access student information
• Experience with UND payroll processes. 
• Experience using UND’s HRMS module within Peoplesoft
• Experience with Omni Update
• Experience with UND policies and procedures.

Minimum Hiring Salary/Position Classification

$33,000+/Annual, commensurate with experience, Non-Exempt, Full-Time, Benefited

Work Schedule/Start Date Monday – Friday 8:00 am – 4:30 pm

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

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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.