Administrative Assistant

Hiring Department:  Geriatrics, School of Medicine and Health Sciences

Minimum Hiring Salary/Position Classification: $35,000+/year, Full-time, Benefited, Non-exempt
Benefits: Includes single or family health care coverage, 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., with rare other days/hours

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 qualified individual to serve as administrative assistant in the department of Geriatrics. The purpose of this position is to provide overall support and assistance to the department chair, faculty, staff, and trainees. Duties include:


Provide administrative support services to the department chair:
 

• Plan and schedule meetings, prepare agendas, record minutes, and provide timely follow-up as required.
• Manage master Outlook calendar for Chair.
• Draft correspondence and reports as requested.
• Plan and coordinate all travel arrangements for the Chair.
• Ensure timely and accurate follow-up on projects and appointments.
• Assist with the creation, duplication, and dissemination of presentations, reports, etc.
• Assist the Chair with developing and maintaining external relationships; acts as a liaison to university departments and external entities and stakeholders.
• Assist with the creation and maintenance of departmental website.
• Establish and analyze administrative operating practices to create new systems or revise established procedures

Provide administrative support services to the department and faculty:
 

• Establish and analyze administrative operating practices to create new systems or revise established procedures.
• Establish and maintain an excellent working knowledge of SMHS, UND, and NDUS policies and procedures.
• Answer phones and direct calls, take and relay messages, greet visitors, assist students, retrieve and disseminate mail.
• Create and process all human resources and payroll paper/electronic transactions, travel vouchers, P-card transactions, etc.
• Maintain departmental inventories (major and minor equipment, key) and report to asset management as required.
• Serve as liaison to website creation and maintenance.
• Assist with the creation and dissemination of IRB applications
• Assist with all aspects of medical education including student assessments, accreditation, portfolio maintenance, etc.
• Assist with information collection and database maintenance.
• Assist with writing, editing, and processing of correspondence, proposals, and research documents.

Manage department budgets and financials:
 

• Manage departmental budgets by auditing and reconciling payroll and financials on a monthly basis, or more frequently if required.
• Provide chair and faculty with accurate departmental budget projections and financial reporting as requested.
• Assist chair with coordination of annual budget process and serve as a liaison between the chair and SMHS Administration and Finance staff.

Serve as program coordinator for Geriatric fellowship:

• Assist in preparing rotation schedule for Geriatric fellows
• Assist in ERAS application review
• Set up fellow interviews
• Manage program letters of offer
• Manage onboarding process 
• Work with Graduate Medical Education staff and faculty for orientation for fellows.
• Create, update, and manage evaluation system in appropriate software system. 

Serve as records coordinator for the department:
 

• Work with SMHS Records and Information Management personnel to develop and maintain the active and inactive filing systems for the department.
• Keep files organized according to RIM policies and procedures to allow for easy accessibility and compliance with retention schedule.
• Conduct annual records destruction in conjunction with the SMHS Records and Information Management Program.
• Consult with and request services
• of the SMHS RIM personnel, as needed.
• Assist with records imaging system
• Ensure all student communications are properly maintained for records retention purposes.
• Organize and set up files; purge files; prepare files for storage.
• Update reference materials.
• Maintain contact information of students.

Special projects:

• Plan and coordinate all special events in conjunction with the Chair, faculty, and SMHS Office of Alumni & Community Relations staff.
• Plan and coordinate itinerary and travel for visiting speakers.
• Assist with accreditation duties including data collection, report writing, and coordination of site visits

Required Competencies:

 

• Excellent interpersonal, verbal, and written communication skills.
• Ability to maintain complex schedules via Outlook.
• Ability to multitask and prioritize assignments to consistently provide timely and accurate data and information for the department and outside entities and stakeholders.
• Ability to serve as a professional liaison with professional groups and community stakeholders.
• Knowledge of and sensitivity to cultural diversity issues as they relate to student populations.

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Minimum Requirements:

 

• Associates Degree in Health Care Administration,. Business Admin, Accounting or related.
• 4 years of experience working in an administrative support position.
• Experience with Microsoft Word, Excel, PowerPoint and 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:

 

• Bachelor’s degree in health care administration, business administration, accounting, or related field
• Knowledge of Peoplesoft HRMS, Finance, and Grants modules
• Knowledge of UND and NDUS policies and procedures, especially payroll, accounting, purchasing, and travel. 

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.