Department Support Specialist - College of Engineering & Mines

Description

The College of Engineering and Mines is seeking a Department Support Specialist who will serve primary members of the Dean’s office team to ensure the objectives and goals of the college departments are maintained and achieved. 

The function of this position is to provide:

• Department(s) Finance Support
• Department(s) Faculty Support
• Department(s) Student Support
• Outreach & Other Duties

Duties & Responsibilities

• Provide significant financial support in designated departments:
• Procurement 
  • CEM (College of Engineering & Mines) Jaggaer (procurement and payment software) expert and department resource
  • Provide direction to department as to when to utilize Jaggaer or a Pcard (Purchasing card)
  • Work with Faculty to complete non-catalog orders
  • Monitor open purchase order and complete follow up with Supplier, Shopper, Procurement & Payment Services, etc.  to ensure timely delivery of items and services
  • Assist faculty on sourcing requests for new items/services
  • Coordinate new supplier setup including contract terms review if necessary
• • Monitor Jaggaer orders to ensure receipt & proper payment
  • Handle disputes with suppliers when necessary
• • Monitor activity on pcard holders in department
  • Assist with funding reallocation when necessary
• Travel Expenses
  • Utilize pcard to manage accommodations
  • Utilize pcard to manage car rental
• Coordinate Senior Design Financial Management

• Work with Department Chair and Faculty to provide support in designated departments for the following areas:
• Course Management in Campus Connection
• Provide support for accreditation activities and ABET Coordinator
• Maintain electronic student files based on record retention policy
• Collaborate with faculty to complete Text Book Orders
• Coordinate faculty print requests with Duplicating Services and Admin students
• Attend department meeting & provide minutes when appropriate

• Provide student support in designated departments:
• Greet, welcome and provide a positive student experience
• Act as liaison with Academic Advisors to assist in making advisor appointments
• Provide timely and accurate communication to graduate and undergraduate students regarding important upcoming dates: Graduation, deadlines for adding or dropping classes, college events, etc.
• Maintain functional Blackboard sites
• Support student organizations within designated area
  • Liaison for students’ organizations, faculty advisors, UND Departments in regards to day to day operations
  • Work with student organizations to prepare funding requests and track the use of those funds to ensure they are used appropriately.
  • Provide support to the Grand Challenge Scholars Program
• Coordinate student print requests with Duplicating Services and Admin students

• Collaborate with peers and graphic design to create a streamlined weekly CEM student communication to the College
• Contribute department content for the Alumni Newsletter
• Assist with College, Department, Donor and Scholarship events with peers
• College Support where necessary
• Other Duties as assigned

Required Competencies

• Strong communication skills (written and verbal)
• Strong attention to detail skills
• Excellent organizational and prioritization skills
• Ability to multi-task and manage complex administrative processes
• Demonstrated leadership and problem-solving skills
• Ability to solve issues independently
• Ability to work collaboratively across all institutional lines
• The demonstrated ability to communicate effectively with a diverse community of students, faculty, staff with tact and diplomacy

Minimum Requirements

• Associate degree with 2 years’ experience in an academic, business or related setting OR 5 years of experience in an academic, business or related setting
• Experience with Microsoft Office, including Word, Outlook, Excel
• Customer service experience
• 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

Minimum Hiring Salary/Position Classification

$38,000 Annual, Full-time, non-exempt, Benefited

Work Schedule and Start Date

Monday- Friday, 8am-4:30pm, 12/2021 projected start date

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.