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Administrative Assistant

Employer
University of North Dakota
Location
Grand Forks, North Dakota (US)
Salary
$34,000/year

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

Job Details

Description

Located at the University of North Dakota School of Medicine & Health Sciences in Grand Forks, Department of Indigenous Health (DIH) supports services including degree programs, grants application and administration, faculty research and collaboration, and other administrative functionality associated with an academic and service-oriented department in a University Setting. The DIH is an educational unit that coordinates with SMHS and UND clinical and non-clinical degree programs. DIH also hosts faculty-led research, and development of other opportunities and collaborations in the fields of Indigenous Health, Allied Health, Public Health, and clinical Medicine. The purpose of the administrative assistant position is to serve as an administrative assistant for the department of Indigenous Health, to include working with hiring, filing and records management, reception duties, travel and billing assistance, and other clerical responsibilities.

Duties & Responsibilities

Provide administrative support for daily department operations

  • Greet visitors, answer and direct phone calls as needed.
  • Maintain office supplies and equipment. Assist with all components of the department to meet program objectives.
  • Maintain current knowledge of UND, NDUS and SMHS policies and procedures necessary to perform requests while maintaining a high level of professionalism and decorum.
  • Attend meetings, conferences, seminars and workshops as needed.
  • Perform general daily support duties such as distribute mail and correspondence, operate standard office equipment, and conduct other administrative duties as assigned.
  • Assist with organizing the programmatic share-drive information files and folders
  • Assist students with questions, printing and any other requested information
  • Plan meetings as directed; including preparing agendas, taking minutes and providing consistent follow-up.
  • Assists with creation of presentations, reports, etc.
  • Assist in coordination with department events including catering, event forms, parking, etc.
  • Ensures timely and accurate follow-up on all projects and appointments.
  • Manage department inventory (major, minor and key) and reporting to asset management.
  • Act as first point of contact for technology troubleshooting issues.

Provide academic assistance to the Department of Indigenous Health faculty, staff and students

  • Under direction of Department Manager, assist with academic processes for the program, including outreach, pre-admissions, admissions, orientation, registration, student progress and advisement, communication, post-admission and graduation.
  • Develop and maintain student and alumni contacts, database, etc.
  • Maintain all records for department including faculty, staff, and student files, electronic records, and other records as appropriate utilizing Versatile and ERMS.
  • Under direction of Department Manager, assist with DIH faculty evaluations and promotions for the Committee on Promotion and Tenure including gathering appropriate faculty materials, disseminating materials and scheduling meetings
  • Develop and maintain department faculty IT tracking system to include performance evaluations, teaching evaluations, grants, publications, etc.
  • Arrange course scheduling, classrooms, course evaluations and book orders.
  • Answer questions from applicants and prospective applicants about admission requirements.
  • Assist in coordination of marketing for the department to include website and social media.

Manage departmental budgets and human resources

  • Create and process human resources and payroll paperwork, including graduate assistant, temp, and student hires
  • Plan and coordinate travel for faculty, including expense reporting and all other vouchers
  • Process purchases through Jaggaer
  • Assist in maintaining, auditing and monitoring assigned sections of the department’s budget
  • Audit and reconcile monthly finance and human resources reports.
  • Assist Department Manager with department budget projections.
  • Assist Department Manager with coordination of annual budget process

Required Competencies

  • Ability to work in a high throughput office while maintaining a positive attitude and easy-going manner
  • Ability to work in an environment when interruptions are expected to occur fairly regularly
  • Ability to communicate strongly both in written and verbal format
  • Ability to read, interpret and follow policies.
  • Ability to prioritize and organize assignments for self and others
  • Ability to develop and execute written plans for recruitment and retention purposes
  • Ability to work with diverse groups to accomplish the mission of the DIH, SMHS and the university as a whole

Minimum Requirements

  • Associate's degree office administration, business or related field
  • Minimum of 2 years’ experience working in administrative assistant position or office setting
  • Experience with Microsoft office (Excel, Word, 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.

Preferred Qualifications

  • Bachelor's degree in business, office administration or related field
  • Three or more years of experience working in an office setting
  • Experience working in an academic setting
  • Experience with UND’s policies and procedures
  • Experience with Peoplesoft Finance, HRMS, Jaggaer, and Campus Connection
  • Experience working in Indigenous populations

Minimum Hiring Salary/Position Classification

$34,000/year, Full-time, Non-Exempt, Benefited

Work Schedule/Start Date

Regular work hours are Monday - Friday 8:00am - 4:30pm. Some occasionally weekend may be required.

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 11:59 PM 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

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