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Administrative Secretary

Employer
University of North Dakota
Location
Grand Forks, North Dakota (US)
Salary
$30,000 plus/year

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Job Details

Hiring Department: Student Affairs and Admissions - School of Medicine and Health Sciences

Minimum Hiring Salary/Position Classification: $30,000 plus/year, Non-Exempt, Full-time, Benefited
Benefits: Includes single or family health care coverage, 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  8:00am-4:30pm


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 Administrative Secretary's primary purpose is to provide administrative support for the admissions processes for potential medical school applicants, current applicants, and matriculants through foresight, troubleshooting, collaboration, and organization. This position will also plan and execute daily departmental activities and special events through coordination with department staff, other SMHS departments, and outside entities.
Duties include:

  • Communicate with potential applicants, applicants and matriculants to UNDSMHS via letter, email, or phone.
    • Answer questions from applicants, and family about the admissions process.
    • Assure that it is the applicant who is corresponding with you
    • Refer to the website as appropriate
    • Refer to Director of Advisement and Admissions as appropriate.
  • Prepare applications for committee review
    • Pull applications from on line AMCAS site
    • Pull letters of recommendation from on line AMCAS site
    • Assure that the correct information is entered into our admissions system
    • Document completion of application
    • Notify committee members of their on line votes, assure that the votes are received back in a timely manner
  • Gather and collate statistics on admissions and admissions process
    • Assist Associate Dean for Student Affairs and Admissions in writing thank you letters to faculty and students involved in the admissions interview process
  • Process payments from the UNDSMHS secondary application website
    • Reconcile on line information daily
  • Maintain confidential accurate database of students past and present
    • Enter into appropriate database updates on students including but not limited to leave of absence, dismissal, etc.
  • Ensure that all communications with applicants, matriculants and other constituencies are performed in a courteous and confidential manner.
    • Communicate important information to students including but not limited to opportunities for research, scholarships, clinical experiences etc.
    • Assure that all documentation is completed for students to be promoted to the next level, notify students of missing documentation.
    • Share the information with other constituencies on a need to know basis.
  • Be fluent in the use of computer programs utilized for the online application process; be willing to learn new skills and systems as needed.
    • Including but not limited to med ap, AMCAS, and Access.
  • Coordinate events such as orientation week, premed day, etc.
  • Coordinate, plan and assist with visitors to campus such as perspective applicants, undergraduate students and groups interested in medicine etc.
  • Plan for admissions committee meetings
    • Ensure sufficient number and variety of faculty and students present to hold interviews on the planned interview days.
    • Ensure that applicant slots are filled for each of the times available for the weekend
    • Provide snacks for the medical student volunteers and the applicants
    • Ensure that there are medical student volunteers for each of the times and dates for the interviews
    • Order food for the admissions committee for the weekend of interviews
    • Coordinate with admissions committee for hotel rooms for those who are traveling
    • Arrange for reimbursement of travel expenses for committee members
  • Scan and verify documents for student files and other office systems
  • Maintain accurate and complete database of students, including but not limited to demographic and contact information.
  • Answer phones, greet and direct visitors/take and distribute messages
  • Type high volume of correspondence, emails, questionnaires, and meeting minutes with absolute accuracy.
  • Assist with the development, creation, and distribution of forms, documents and letters for use by the department.
  • Take meeting minutes, draft and distribute to staff, committee members, and others, as appropriate.
  • Gather and distribute mail.
  • Maintain schedules and make appointments for staff and faculty using electronic schedules and calendars.
  • Make travel arrangements for staff including registrations, room, car, and airline reservations.
  • Prepare and submit information necessary for travel reimbursements
  • Coordinate with the campus staff for visiting Student Affairs staff visits.
  • Screen and prepare students and student information for matriculation
    • Receive documentation and assure that all incoming students have completed their immunizations as required.
    • Identify which students do not have a sufficient hepatitis B titer and assure that they follow up with the protocol
  • Maintain a welcoming and organized office environment, good interpersonal skills, and a positive attitude.
  • Coordinate duties and coverage for lunch and leave times with supervisor and other office staff.
  • Operate standard office equipment.
  • Periodically proof website for accuracy and clarity of information, report inaccuracies.
  • Maintain records and track status of medical student immunizations.
    • Share information with appropriate constituents on a need to know basis
  • Organize on site clinics through UND Student Health Services.
    • Annual mantoux testing
    • Influenza vaccination
  • Maintain records and track status of medical student history and physicals.
    • Bring to the attention of the Associate Dean for Student Affairs and Admissions those students who may need disability or other services while in medical school
  • Organize initial and updated criminal history background check information as needed for health science students
    • Adjudicate discrepancies in the reported vs. actual background check
    • Send to committee those background checks that require further adjudication
    • Distribute as appropriate.
  • Screen transcripts of incoming students for required course work, refer as appropriate.
  • Prepare for the third and fourth year lottery.
    • Ensure accuracy of student list for participation in the lottery
    • Set up time and place for lottery to occur
    • Work with the Associate Dean for Student Affairs to send out a memo for the lottery process
    • Set up informational meetings for the lottery for the second year class
    • Work with other staff to operationalize the lottery process
    • Take requests for changes to the lottery list
    • Notify the campuses of the original and any updated third and fourth year lists
  • Plan and arrange office events such as Getting to Know You Day, Gold Humanism Honor Society Induction Ceremony, etc.
    • GTKYD occurs at least twice during the year, usually three in the spring
      • Confirm the attendance of the speakers
      • Confirm attendance of the students
      • Confirm event space
      • Using a general agenda, rearrange according to student and speaker availability
      • Contact and confirm the attendance of outside vendors from the white coat company, Army, Navy and Air Force recruiters to the event.
    • Work with Gold Humanism chair to plan annual event
      • Plan meeting of planning committee
      • Survey students about Gold Humanism characteristics
      • Collate data from survey and prepare for the meeting
      • Take meeting minutes
      • Confirm the attendance of the speakers
      • Confirm attendance of the students
      • Confirm event space
      • Using a general agenda, rearrange according to student and speaker availability
    • Plan other events and/or coordinate with other groups or departments for the events
  • Orientation
    • Confirm the names for name badges
    • Confirm the names for white coats
    • Reserve rooms and order food
    • Prepare the first block PCL assignments for the incoming medical students
  • Premed day
    • Work with Student Council leadership to plan the event
    • Contact speakers for the event
    • Send invitations and collect RSVPs
    • Order food and make arrangements for the logistics necessary for the event
  • Plan informational meetings for rising third years
    • Notify students of the coming meetings-approximately 4 each winter
    • Find dates when all speakers (~5) are able to attend
    • Order lunches and reserve the rooms
  • Take meeting minutes for preadmissions workshop-done in collaboration with four other medical schools
  • Plan annual training of medical students regarding policy of having minors on campus
  • Plan annual presentation from UPD regarding active shooter training
  • Plan annual presentation on Title IX and mandatory reporters
  • Plan and assist in student class elections
  • Track student absences and appropriate paperwork
  • Coordinate student groups
    • Schedule rooms
    • Set up annual informational meeting
  • Assist in data gathering and organization for annual, semiannual, and ad hoc reporting.
  • Cut and paste evaluations from student evaluations for MSPE


Competencies Required:
 

  • Excellent interpersonal, verbal and written communication skills
  • Fast and accurate keyboarding skills
  • Ability to work independently, prioritize, and meet deadlines in a highly productive office
  • Ability to accurately complete immediate tasks and goals while simultaneously working on long range projects
  • Willingness to learn new software programs as required by the American Association of Medical Colleges (ERAS, FIRST, CiM, etc.)
  • Ability to maintain and update various databases using multiple formats and platforms
  • Ability to work collaboratively as a member of office team
  • Ability to relate to and assist medical school applicants, students, and others needing assistance
  • Ability to maintain utmost confidentiality
  • Ability to work occasional evenings/weekends.
  • Willingness to acquire new knowledge and skills















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Minimum Requirements:

  • High school diploma or GED
  • Minimum of four years of related office experience
  • Experience with Microsoft Word and Excel
  • 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. 
 

Preferred Qualifications:

  • Prefer Associate's degreee or two years of college coursework in business, office administration or related field



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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