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Administrative Secretary

Employer
University of North Dakota
Location
Grand Forks, North Dakota (US)
Salary
$32,000 plus/year

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Job Details

Hiring Department:  Occupational Therapy, School of Medicine and Health Sciences

Minimum Hiring Salary/Position Classification:  $32,000 +/year, Full Time, Benefitted, Non-Exempt
Benefits: Includes single or family health care coverage (premiums paid by the university), basic life insurance, employee assistance program, retirement plan, tuition waiver, annual and sick leave. Optional benefits available include supplemental life, dental, vision, long term care insurance, flexible spending account, supplemental retirement plans.
Work Schedule:  Monday-Friday, 8:00 a.m.-4:30 p.m.-Ability to travel to Casper, WY at least annually.


For full consideration, all application materials must be fully submitted by 5PM on the closing date.


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Position Details:
  A complete Position Description is available as an attachment in the bottom right corner of this position announcement


The UND School of Medicine and Health Sciences is seeking a highly qualified individual to fill the position of administrative secretary in the Department of Occupational Therapy. The position will work directly with the OT fieldwork coordinator to establish, maintain, and organize contracts and placement of students going out on their Level I and Level II fieldwork experiences. The position provides support for faculty and students in both the Grand Forks and Casper, Wyoming OT programs, as well as for the officer manager, as needed. The position serves as the primary receptionist for the department. Specific duties include:

Assistant to fieldwork coordinators:
 

  • Initiate, follow-up and complete all paperwork needed for establishment of new fieldwork sites.
  • Facilitate the negotiation of affiliation agreements between fieldwork facilities and NDUS Legal Counsel.
  • Update and maintain fieldwork site information in database and Blackboard for Level I and II fieldwork including Level I FW data form, Level II AOTA FW data form, Level II learning objectives and student schedule and relevant information provided by the sites.
  • Initiate and monitor Level I and II fieldwork reservations and provide listing for use by students and AFWC in finalizing student assignments.
  • Initiate and correspond with FW sites to schedule and confirm Level I and II fieldwork placements; monitor placement cancellations and changes and update FW database as needed.
  • Develop and monitor tracking mechanism to ensure that the department has a viable affiliation agreement in place for all Level I and II fieldwork placements.
  • Review; analyze affiliation agreements to ensure correct data is in FW database and Versatile filing system.
  • Manage and update all affiliation agreement versatile files in accordance with departmental standards.
  • Ensure that pre-requisite requirements needed by students for Level I and II FW placements are completed in advance of placement including monitoring of Versatile reports of pre-requisite completion, ensuring that pre-requisite notifications are sent to relevant sites and completion of Minnesota background checks as needed.
  • Initiate and follow up with fieldwork mailings as requested by AFWC including mailing of Level II pre-fieldwork packets and collection of student fieldwork evaluations.
  • File all fieldwork paperwork as needed including AOTA fieldwork performance evaluations, student evaluation of fieldwork forms, level I fieldwork description forms and fieldwork letters.
  • Plan for systematic communications with fieldwork educators.
  • Participate as a member of the Master Clinical Affiliation Agreement Administrative Task Force establishing policy and procedure for the negotiation of agreements as well as record retention.


Admissions:
 

  • Create schedule for applicant interviews
  • Send notice of interview to applicants
  • Create excel workbook to score applicants
  • Compile materials necessary for interview according to rubric
  • Enter and verify scores in excel workbook
  • Staff the interview writing station


Receptionist and General Office Duties:
 

  • Answer all incoming phone calls, direct/transfer them.
  • Greet and direct students and guests coming into the department.
  • Maintain an organized and clean reception area in the department.
  • Organize, compile and type faculty evaluations of all three years of student evaluations each semester.
  • Open, sort and distribute mail.
  • Fax documents as needed.
  • File, both electronic and paper copies.
  • Photocopy.
  • Prepare documents for duplicating center and computer exam center.
  • Update student information in FW database accurately.
  • Order and track office supplies.
  • Order classroom supplies as requested.
  • Troubleshoot computer and other office equipment within the department,
  • Operate departmental office equipment to include shredder, fax machine, calculators and copiers, assist in equipment maintenance.
  • Assist in maintaining department website.


Competencies Required:
 

  • Strong interpersonal communication skills, verbal/written communication skills.  
  • Must have excellent keyboarding skills and spelling proficiency. 
  • Ability to prioritize and multi-task. 
  • Excellent organizational and planning skills.
  • Customer service skills and confidentiality essential.
  • Experience working with the public.
  • Problem solving, decision making skills and critical thinking skills. 
  • Ability to work independently and as a team.
  • Self-starter, motivated and able to work with multiple projects.

 



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Minimum Requirements:

  • High school diploma or GED.
  • One year experience working in an office setting.
  • Experience in Microsoft Excel, Word, Outlook.
  • Successful completion of criminal history background 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:

  • One year working experience in an academic setting. 
  • Experience building information in Blackboard.
  • Experience working with the Verified Credential System.
  • Experience working with the Versatile Records Management System.
  • Experience working with Campus Solutions. 
  • Experience with the Hobson's graduate school application system. 
  • Experience with general office equipment. 




To find out why living and working in Greater Grand Forks is way cooler, check out www.GrandForksisCooler.com
 
 
All information listed in this position announcement will be used by Human Resources, the Hiring Department, and EEO/AA for screening, interviewing and selection purposes.
 
 
Confidentiality of Application Materials
Note: 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
UND is an Equal Opportunity/Affirmative Action employer.  All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or national origin.  Women, minorities, veterans and individuals with disabilities are encouraged to apply. Applicants are invited to provide information regarding their gender, race and/or ethnicity, veteran’s status and disability status on the form found at http://und.edu/affirmative-action/apcontrolcard.cfm.  This information will remain confidential and separate from your application. 
 
ND Veteran’s Preference
North Dakota Veterans claiming preference must submit all proof of eligibility by the closing date. Proof of eligibility includes a DD-214 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 http://und.edu/discover/_files/docs/annual-security-report.pdf.  You may also request a paper copy of the report from the UND Police Department located at 3851 Campus Road, Grand Forks, ND 58202.





 

Company

The University of North Dakota is one of the largest employers in the region. The University provides a comprehensive benefits package that includes full health insurance premium coverage for single or family plans, a retirement plan, tuition benefits for employees, as well as for the spouse and dependents of the employee, on-campus training programs, exclusive internal recruitment opportunities, as well as many other benefits.

Company info
Website
Location
264 Centennial Drive
Stop 7127
Grand Forks
ND
58202
United States

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