Administrative Assistant

Hiring Department:  College of Arts & Sciences
 
Minimum Hiring Salary/Position Classification: $33,000+/Annual, Full-Time, Benefited, non-exempt
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, long-term care insurance, flexible spending account, supplemental retirement plans.
Work Schedule: Monday-Friday, 8:00 am - 4:30 pm

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 primary purpose of this position is to schedule meetings and maintain schedule of the college dean and administrators, perform receptionist duties, manage electronic faculty personnel files and provide administrative support to a busy and complex office.

• Maintain calendar for the Dean of Arts & Sciences; schedule appointments and meetings for administrators and college committees
• Provide support to the college Curriculum Committee by scheduling meetings, managing communications and taking meeting minutes; support other committees as assigned
• Answer phone calls and receive students, faculty, administrators, and others in an office with heavy traffic
• Serve as project manager for transfer and management of personnel files from paper to electronic format; electronically file documents finalized at the college level
• Serve as the primary officer for records and retention in the Dean's Office
• Serve as telephone counselor and building contact
• Serve as coordinator for copy machine
• Coordinate facilities projects, work orders and space changes
• Order and distribute office supplies
• Receive, sort and distribute mail and other general correspondence including occasional campus deliveries
• Serve as asset and key manager; complete annual inventories
• Distribute/Collect information regarding college-level processes; review/verify responses and announce results
• Run college-level enrollment reports and participate in submission of course schedule for classes offered directly under A&S
• Gather and disseminate information and serve as liaison between department-level and administrative offices 
• Prepare/submit routine payroll appointments and revisions
• Prepare contracts for part-time instructional faculty
• Manage job postings & assist with recruitment processes for staff and student recruitment within the Dean's Office; assist departments as needed
• Coordinate college personnel for participation in campus graduation ceremonies each semester
• Assist with organization of A&S graduates prior to graduation ceremonies (each semester); this may include nonstandard hours

This Position Will:

• Demonstrate excellent written and verbal communication skills to effectively communicate with a diverse group of people
• Demonstrate confidentiality, professionalism and a positive attitude when interacting with staff, faculty, students, co-workers and public
• Demonstrate problem-solving skills to work in a detail-oriented atmosphere
• Exhibit work habits reflecting reliability, organizational skills and a high degree of accuracy
• Demonstrate ability to work individually as well as part of a team

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Minimum Requirements:

• Associate's degree or four years equivalent experience
• Two years of administrative or office experience
• Experience with Microsoft Outlook, Word and Excel
• Experience with coordinating and managing complex schedule of appointments
• 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:

• Work experience in an academic setting or clear understanding of academic structure
• Experience with records management
• Experience working with UND's policies and procedures
• Experience with payroll or finance
• Experience with PeopleSoft HRMS, Student and Finance modules

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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.