Administrative Secretary

Description

The Southwest Campus, located in Bismarck, ND, assists the UND School of Medicine in carrying out its mission to educate the next generation of physicians for North Dakota and beyond.

Duties & Responsibilities

• Provide administrative secretarial support for the Southwest Campus Dean, Administrative Officer, and departmental faculty and staff.
  • Resource person for Administrative Officer and Associate Dean
  • Receive, distribute, and dispatch mail both interdepartmentally and outside
  • Serve as office receptionist, greet visitors, answer telephones, take messages, provide information and directions.
  • Assist with disseminating and collection of information
  • Assist with maintenance of filing system, inventory, and surplus returns
  • Maintain conference room schedules, set up and tear down meetings and communicate information interoffice and interdepartmentally; prepare flyers and posters; assist in the upkeep of video equipment and computer equipment
  • Assist in maintenance of Southwest Campus teaching faculty database
  • Assist with coordinating fourth year schedules and overall third year medical student assignments
  • Coordinate and attend meetings for staff, students, and faculty
• Coordinate/assist in coordination of special events
  • Assist with coordination of student orientation and other events
  • Assist in coordination of student community service events
  • Assist in coordinating student career counseling sessions
  • Assist with proctoring exams for UND MD, PA, and MPH students
• Provide backup administrative assistance to Departments of Radiology and Emergency Medicine
  • Serve as secondary contact/resource person, disseminate requested information
  • Plan and coordinate meetings, set schedules, and reserve rooms when needed
• Other general responsibilities
  • Will be expected to assist in the day-to-day operation of the Southwest campus office, as directed by the Associate Dean and/or Administrative Officer
  • Responsible for insuring proper implementation of university/state policies and procedures
  • Responsible for updating and maintaining Department web pages
  • Responsible for assisting administrative office in absence of Administrative Officer
  • Additional duties as assigned

Required Competencies

• Ability to build a positive, collaborative environment
• Demonstrate professionalism and be hard-working, responsible, and accountable
• Outstanding prioritization and time-management skills
• Outstanding interpersonal/oral/written communication skills
• Must be self-directed, able to work independently and as a team member
• Ability to adapt to change and meet deadlines with attention to detail
• Must possess excellent computer skills

Minimum Requirements

• High school diploma or GED
• Minimum of 2 years of experience in an office setting
• Experience with Microsoft Word, Excel, PowerPoint, Outlook
• Experience using videoconferencing platforms such as Zoom, WebEx, or similar
• Valid driver’s license
• 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

• Experience working with healthcare systems
• Experience with video equipment
• Experience with Web Design
• Experience with digital publication

Minimum Hiring Salary/Position Classification

$33,000 minimum/year. Full-time, Benefited, Non-Exempt

Work Schedule/Start Date

Monday - Friday, 8:00 am - 4:30 pm.  Requires occasional work outside of standard hours due to meetings or events.  This is an in person, on site position.

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

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.