Dean's Office Support Specialist

Description

UND’s College of Engineering and Mines (CEM), a world-class leader in Computer Science, Engineering and Geology is searching for a self-driven, team-orientated Deans Office Support Specialist.

UND CEM’s distinguished faculty and top-notch staff promote a collaborative culture in pursuit of growth, research, learning and a positive team spirit. Helping students fulfill their aspirations and dreams is CEM’s highest priority.

The Deans Office Support Specialist is a key position that will work collaboratively with departments to provide expert support within Human Resources, Shared Service Center and Academic Affairs. The ideal candidate will work closely with senior administrators, faculty, staff, students, and external constituencies in a professional and efficient manner. This position manages, organizes and prioritizes a multitude of meetings, duties and tasks on a daily basis. The ideal candidate will demonstrate excellent verbal, written and interpersonal skills including knowledge of grammar, spelling and punctuation, and have experience with writing, content development and editing correspondence and documents. This position has the opportunity for a flexible work schedule during summer months. The individual will demonstrate integrity and ethics in all aspects of their work.

UND is a great place to work!

Duties & Responsibilities

• Human Resources, Shared Service Center and Academic Affairs Liaison
• Coordinate all CEM staff, faculty and temporary employee recruitments and hires
• Create Position Description Template Library to assist hiring manager in creating/updating position descriptions
• Provide clear and concise guidance to hiring manager to develop engaging job postings to recruit a highly qualified candidate pool
• Ensure completion and notification of all HR/Payroll paperwork
• Act as resource for departmental questions for payroll and other related systems
• Utilize Recruiting Solutions to manage recruitments from inception thru new employee start
• Manage Promotion & Tenure records
• Coordinate Faculty Letters of Understanding (LOUs) process
• Travel & Reimbursement Liaison for departments, including faculty, staff and students. Audit travel and reimbursements, adhering to UND and NDUS policy and procedure
• Support and scheduling for Dean’s office staff
• Provide administrative support and maintain activities/calendar for Dean and Dean’s Office staff
• Assist Dean with presentations, reports, proposals and communications
• Make travel arrangements for Dean and Deans Office staff
• Attend and provide administrative support and minutes for all leadership meetings and townhall meetings
• Records manager
• Manage, organize and prioritize a multitude of meetings, duties and tasks on a daily basis
• Work closely with senior administrators, faculty, staff, students, and external constituencies in a professional and efficient manner
• Communicate and obtain confidential information; exercise considerable discretion and judgment on a regular basis
• Prioritize efforts and identify needed resources
• Organize/assist with and attend special events/projects to ensure successful and timely completion

Required Competencies

• Excellent verbal, written and interpersonal skills including knowledge of grammar, spelling and punctuation
• Demonstrated experience with writing, content development and editing correspondence and documents
• Excellent organizational and prioritization skills
• Demonstrated ability to multitask and manage complex administrative processes with a high degree of accuracy and attention to detail in a fast-paced environment
• Demonstrated leadership and proven problem-solving skills
• Ability to solve issues independently
• Ability to work collaboratively across all institutional lines
• Demonstrated ability to communicate effectively, positively, tactfully and with diplomacy with a diverse community of students, faculty, staff and the general public

Minimum Requirements

• Associates degree in a business-related field
• Four years’ experience in an Office Manager, Executive Assistant or Human Resources position
• Proficient with Microsoft Office, including Word, Outlook, Excel
• 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 or related field

Minimum Hiring Salary/Position Classification

$40,000+, Full Time, Benefited, Non-exempt

Work Schedule/Start Date

Monday- Friday, 8am-4:30pm, Flexible hours available during summer months, Projected start date as soon as available.

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.