Administrative Coordinator

Position Information

Provide administrative support for ND EPSCoR State Office functions; including the statewide programs and projects, and the daily activities of the ND EPSCoR State Office. The purpose of this position is to:

Provide administrative support to the ND EPSCoR State Office.

Provide support to the ND EPSCoR State Steering Committee and other ND EPSCoR committees .

Provide logistical support for ND EPSCoR events.

Provide administrative support to NDSU EPSCoR.

At all times, demonstrate proficiency in the competencies needed for the job.

Responsibilities:

1. Provide administrative support to the ND EPSCoR State Office programs.

Handle the daily operations of the ND EPSCoR State office. Serve as office expert responsible for telephone services, inventory, software licensing, printer, supply purchases, payment of vendor invoices, etc. Answer department's main telephone line and email account, relay information back to caller/sender or transfer to appropriate staff member. Greet office visitors, answer questions and/or direct them to appropriate staff. Handle daily mail, departmental email, and other correspondence for the department (typing of award letters, etc.). Assist departmental staff and others, in making travel arrangements. Assist, as needed with the updating of departmental documents; such as the ND EPSCoR handbooks (NSF RII Track-1, NATURE Sunday Academy, etc.). Maintain ND EPSCoR files (paper and electronic) current and historic.

Provide administrative support to the ND EPSCoR staff:

• Executive Director : Examples of support in this area include: Assistance with meeting coordination and setup; drafting correspondence; taking minutes; and overall administrative support.
• Project Administrator : Examples of support in this area include: Assistance with meeting coordination and setup; taking minutes; filing of annual compliance documentation: and overall administrative support.
• Business Manager . Examples of support in this area include: Reminder emails (compliance deadlines, etc.) and MS Teams assignment reminders; Backup to Programs Coordinator for fiscal duties (accounts payable, invoice review, paying office bills, processing travel expenditures, file maintenance, etc.); and other responsibilities as identified.
• Communication Manager . Examples of support in this area include: Reminder emails (event deadlines, interview scheduling, etc.) and MS Teams assignment reminders; document editing and indexing; Website editing backup; assistance with annual conference (see duty #3); and other responsibilities as identified.
• STEM Grant Writer and Program Manager . Examples of support needed in this area include: Reminder emails (survey deadlines, upcoming activities, etc.); survey management; file maintenance; and other responsibilities as identified.
• TCU Partnerships Manager . Examples of support needed in this area include: Reminder emails (Registrations, Compliance, Reporting, survey deadlines, etc.) to enforce (remind people of) deadlines set by NATURE Manager; NATURE website reorganization/development/maintenance; NATURE administration [hourly payroll, reservations (meeting rooms, dining, housing, parking, motorpool arrangements for department events and for non-employee travel to tribal colleges, etc.)]; survey management; development of a handbook for Sunday Academy programming; assist with the analysis of feedback from external elevator; and other responsibilities as identified (including the possibility of providing instructional support for NATURE programming, as requested by the TCUs Liaison and NATURE Manager, when ND EPSCoR staff will be called upon to fill in some gaps in support).

Work with the Executive Director, Project Administrator, and ND EPSCoR Managers to schedule and project meetings and prepare meeting agendas and PowerPoint presentations. Take minutes at ND EPSCoR meetings as assigned. Assist members in preparing their reimbursement vouchers.

2. Provide administrative support to externally funded ND EPSCoR project.

• Serve as a backup to Programs Coordinator for ERcore NSF RII Track-1 reporting database
• Provide administrative support, as required (meeting scheduling, transcription services, etc.), for ND EPSCoR projects.
• Other duties as assigned.

3. Provide logistical support for ND EPSCoR committees and events (in person and virtual).

• Work with the Executive Director, Project Administrator, and ND EPSCoR State Steering Committee Chair to schedule meetings and prepare meeting agendas and PowerPoint presentations. Work with ND University System personnel on posting meeting notices to Secretary of State's website. Take minutes at all ND EPSCoR State Steering Committee meetings. Assist members in preparing their reimbursement vouchers.
• Handle participant's correspondence and registration materials as needed for ND EPSCoR events (including the Annual State Conference).
• Assist in scheduling equipment, rooms, motorpool, and refreshments for ND EPSCoR events.
• Manage registration table.
• Other duties as assigned.

4. Provide administrative support to NDSU EPSCoR.

• Manage the daily operations of the NDSU EPSCoR: Become office expert: telephone, software, printer, etc. Answer department telephone, relay information or transfer calls to appropriate individuals. Greet visitors, answer questions and/or direct them to appropriate individual(s). Handle daily mail, departmental email, and correspondence for department. Compose routine correspondence for departmental staff, as directed. Make travel arrangements for all departmental employees. Maintain ND EPSCoR files (paper and electronic). Post key instructional materials (RFAs, RFPs, website maintenance) for departmental employees, as directed by Project Administrator.
• Provide assistance with ND NASA EPSCoR as directed by the Project Administrator.
• Other duties as assigned.

Work Schedule:

• 40 hours per week: 8am-5pm [academic year] and 7:30am-4pm [non-academic year]
• 12 months per year

Advertised Salary:

• $45,000-$55,000/yr., commensurate with experience

Minimum Qualifications:

• 7 years relatable office experience with a high school diploma or GED; or 5 years relatable office experience with an A.S or A.A degree; or 3 years relatable office experience with a B.S. or B.A. degree or higher.
• Demonstrated knowledge in other Microsoft Applications: Outlook, Word, and Excel (including work with pivot tables and filtering.
• Demonstrated proficiency in video conferencing platforms [Zoom, MS Teams, etc.]
• Demonstrated organizational skills (including conference logistics)
• Demonstrated business communication system skills [social media, ERP systems, database, and web content management systems, etc.].
• Ability to collaborate with other team members involved in administrative processes.
• Exceptional organizational skills, detail oriented, strong accounting concepts, ability to handle conflict situations and to be discrete, strong communication and interpersonal skills.

Preferred Qualifications:

• BS degree + experience in Business related field
• Demonstrated proficiency in Microsoft Applications: Teams and Project
• Demonstrated proficiency in TYPO3
• Demonstrated proficiency in PeopleSoft: Finance, Human Resources, and Grant Accounting
• Demonstrated proficiency in Novelution
• Experience in North Dakota University System.

Applicant Materials Required:

• Cover Letter
• CV/Resume
• Names and contact information of three (3) professional references

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 reti rement 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.