Academic Assistant

Position Information

Please provide details within application or resume of each of the minimum and/or preferred qualifications have been met.

Position Description & Details

The Department of Biological Sciences is hiring a full-time academic assistant to support the faculty, staff, and students in Stevens Hall. We currently have 22 faculty that conduct research and teach 493 biological sciences majors and 55 doctoral and master's degree-seeking students. The department also has two academic advisors, one lab coordinator, and two research specialists. The academic assistant will work closely with each faculty, staff, and student to support the operations of the departments. This position may be split between 2 departments. Since this position is the initial point of contact for the departments, the ability to communicate is essential. In addition to communication, the ability to exhibit a positive and professional attitude is necessary.

Responsibilities:

Perform departmental receptionist responsibilities.

• Answer department telephone, relay information or transfer calls to appropriate individuals.
• Greet visitors, answer questions and/or direct them to appropriate individual(s).
• Schedule appointments. This includes Prospective Student Visits working with Office of Admission and department advisors. Create room reservations and schedules for department listings.
• Handle and distribute daily mail, fax and other correspondence for department. Update mailbox listings.
• Assist students by issuing course permits, helping with course scheduling, and monitoring student enrollment.
• Dispense information of all kinds to community, faculty, campus, staff, and students.

Perform departmental administrative activities

• Maintain departmental supplies, equipment and inventory.
• Make various arrangements for visiting speakers.
• Schedule and coordinate meetings.
• Perform duties of departmental telephone counselor.
• Request, acquire, and maintain records for departmental software.
• Act as primary contact for work orders and parking permits.
• Complete paperwork for state fleet vehicles in use for both short and extended periods of time.
• As Key Control Official for Stevens Hall and Geosciences hall department residents, apply department key control policy, request keys, document receipt and return of keys and key deposits, and work with Facilities Management Staff.
• Provide administrative support for faculty search process and on-campus visits.
• Maintains records, documents, reports, proposals and general departmental files.
• Assist Department Head with periodic reports and reviews.
• Oversee department compliance with required university trainings
• Compile/integrate multiple kinds of information into a usable list, form or database for use by department head, faculty and staff; e.g., course schedules, graduate student information list.

Provide faculty support.

• Compose routine correspondence and assist with instructional materials as needed for faculty.
• Provide assistance in requesting print and copy services.
• Assist with outgoing mail/shipping and incoming package receipt notification and packing slip scanning.
• Manage Student Course Experience Survey (SCES) process.
• Assist with special projects.
• Interface with campus entities to ensure faculty are informed of new processes.

Provide customer service and contribute to a professional and team work environment.

• Provides prompt and efficient services, identifies problems and takes appropriate action to resolve problems in a timely manner.
• Exhibits objectivity and openness to others' views; resolves differences constructively and tactfully.
• Gives and welcomes feedback; treats people with respect.
• Contributes to an environment of cooperative, supportive and positive working relationships with co-workers and customers and supports everyone's efforts to succeed.
• Works with integrity and ethically.
• Adapts to changes in the work environment.
• Serves as a positive role model to assist in maintaining a high level of morale within the department.
• Assists co-workers in performance of duties when necessary.

Work Schedule: 8-5 M-F

Advertised Salary: $35,000+/year

Minimum Qualifications:

• Either a Bachelor's Degree or an Associate's Degree with two years of relevant work experience
• Knowledge of and experience with standard office equipment
• Advanced knowledge of Microsoft Office, especially Word and Excel
• Exceptional oral, written, and organizational skills
• Effective interpersonal communication skills, demonstrated by past success in a collaborative professional environment
• Ability to work cooperatively in a team environment with a diverse community in a respectful manner
• Ability to prioritize and multi-task in a fast paced environment

Preferred Qualifications:

• Experience working in an office setting as an administrative assistant
• Experience with People Soft software
• Experience with Campus Connection software
• Employment experience in a higher education setting
• Ability to perform physical activities such as, but not limited to, lifting (up to 25 lbs. unassisted), bending, climbing, or standing for extended periods of time

Applicant Materials Required: Cover letter and resume

Benefits:

NDSU offers a comprehensive benefits package with includes single or family health insurance coverage with premiums paid for by the university - with an effective date for new employees the first of the month following date of hire. Other benefits include, wellness benefits, basic life insurance, retirement plan, tuition waiver, annual leave, EAP, sick leave and holiday pay. Optional benefits include supplemental life, dental, vision, long-term care insurance, flexible spending account, and supplemental retirement plans.

About Us

North Dakota State University is distinctive as a student focused, land-grant, research university. Our main campus is located in Fargo, ND with Extension Service and Research Experiment Station locations across the entire state. NDSU has been listed in the Top 100 public research universities in the United States for research and development in agricultural sciences, psychology and social sciences, based on reported research expenditures.

NDSU is an exciting place to work offering a stimulating and diverse environment richly populated with people pursuing life-long learning and personal growth. Employees often attend on-campus cultural events, lectures, athletic events and enjoy walks through our beautiful campus.

NDSU employs over 6000 full-time and part-time employees across the state, making it the second largest employer in the community. NDSU is the best college in ND, according to Money Magazine (September 2018). NDSU was named a 2019 Best Value College by Forbes. Fargo made Livability.com's top 10 list of cities to find a job and ranked at #11 for best places to live overall.

NDSU offers a wide array of professional opportunities including faculty, executive, managerial, professional, technical, paraprofessional, office support, servers and crafts/trades. Like a small city, NDSU operates 24 hours a day, seven days a week. Full time employees are offered a superb benefit package to include 100% company paid health insurance premiums and tuition assistance for employees and immediate family members. All of us at NDSU play an important role in serving our students and public constituencies. We encourage motivated and talented team members that thrive in a higher-ed environment to join our university!

Mission

We provide transformational education, create knowledge through innovative research, and share knowledge through community engagement that meets the needs of North Dakota and the world.

Additional Information

No Smoking Notice:

As an employer, the State of North Dakota prohibits smoking in all places of state employment in accordance with N.D.C.C. § 23-12-10.

EO/AA Statement:

North Dakota State University is an Equal Opportunity employer and all qualified applicants will receive consideration for employment without regard to age, color, gender expression/identity, genetic information, marital status, national origin, participation in lawful off-campus activity, physical or mental disability, pregnancy, public assistance status, race, religion, sex, sexual orientation, spousal relationship to current employee, or veteran status, as applicable.

Veteran's Preference Notice:

This position is subject to North Dakota Veteran's Preference requirements.