Assistant to the Dean

Description

The Assistant to the Dean supports all administrative duties and activities of the Dean in support of the mission of the College.  This includes managing the College calendar and the Dean’s calendar, supporting meetings through attendance and taking minutes, managing the buildings of the College, and managing elections for college committees and elected positions. This position serves as Proxy for the Dean in HRMS management and other relevant areas.

This is a public-facing position that requires the ability to interact effectively with students, faculty, staff, and external community members.  The position requires strong correspondence and communication skills, as well as organizational and management skills.

Position Benefits

Benefits include single or family health care coverage (UND pays the full premium), $12,000 in basic life insurance, employee assistance program, retirement plans with generous employer contributions, annual & sick leave in addition to 10 paid holidays.

Optional benefits include supplemental life, dental, vision, flexible spending account, supplemental retirement plans.

UND also offers an employee tuition waiver and a variety of professional development opportunities.

Find out more about UND's great benefits and perks here!

Duties & Responsibilities

College Administration and Assistance

• Responsible for the day-to-day operations of the dean’s office: Assist dean in compiling information needed for university committees/offices, schedule meetings for the dean, notify affected individuals, and distribute materials needed for meetings. Maintain & retrieve files of correspondence sent and received.
• Monitor academic affairs & university deadlines (faculty evaluations, promotion/tenure, etc.). Work directly with faculty on matters relating to the dean’s office.
• College administrator for digital measures.
• Respond to campus and statewide requests for information. Schedule classrooms for classes for EHD departments in the education building.
• Schedule meetings, distribute agendas, minutes & notices of the major governance committees of the college.
• Compile & distribute administrative action calendar. Administer voting process for the college and college representatives to university senate. Receive & distribute e-mail messages to college faculty & staff. Send out letters to students who are on the dean’s list.  United Way, send out materials to all departments.
• Contact person for records retention for the dean’s office.
• Establish and maintain personnel action files for faculty and temporary employees and determine and enforce appropriate procedures for access to official records of personnel.

Building Management

• Manage & process key requests and key inventories.
• Handle maintenance requests.
• Schedule classrooms, conference rooms for departments across campus.
• Designated as primary building contact person for the education building.

Personnel Supervision

• Keep department secretaries informed of deadlines to be met by departments.
•  Update secretaries regarding changes in procedures/policies for university and the college.
• Be available to field/answer/refer all questions from secretaries upon request.
• Monitor annual evaluations for staff & faculty.
• Proxy for dean’s approval for staff TLAB vacation and sick leaves and approval of student employees time records.

General Office Management

• Duties as assigned by the Dean that align with college goals and initiatives.
• Set up, maintain, and locate items stored in college files, both paper and electronic.
• Screen, prioritize, & route the dean’s mail. Maintain files of current addresses of mailing lists for a variety of purposes.
• Run monthly copier reports & order supplies for copier as needed.
• Serve as telephone counselor for dean’s office personnel.  Provide assistance to the Chairs, faculty, staff and students.

Required Competencies

• Strong interpersonal skills and the ability to effectively build relationships
• Initiative to independently prioritize multiple tasks and deadlines, problem-solve, and think critically
• Must be detail-oriented and strong organizational abilities
• Ability to successfully work as part of a team and independently
• Proven history of working successfully with diverse populations

Minimum Requirements

• Associate degree
• Two years' work experience directly related to office management
• Proficiency with use of Microsoft Office including Word, Outlook and 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

• Bachelors degree
• Five or more years of experience working in office or higher education setting

Minimum Hiring Salary/Position Classification

$40,000 / year; non-exempt; benefited; full-time

Work Schedule

40 hours per week

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 or more 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 showing character of service 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.