Administrative Officer

Hiring Department:  Vice President for Finance & Operations

Minimum Hiring Salary/Position Classification:  $43,000/year, Exempt, Full-time, Benefitted
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, flexible spending account, supplemental retirement plans.
Work Schedule: Monday - Friday; 8:00 am to 4:30 pm.  As needed, work outside of those hours may be necessary to support the needs of the division and the university.

For full consideration, all application materials must be fully submitted by 5PM (Central Time) on the closing date.
Qualifed internal candidates will receive first consideration.

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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 purpose of this position is three-fold: 1) provide professional support services to the vice president/chief operating officer and the Office of the VPFO/COO, 2) identify opportunities for process improvement/efficiency and facilitate resolution of issues, and 3) provide leadership and guidance for Office of the VPFO/COO, and promote employee engagement and UND’s mission. This position will report to the special projects assistant to the VPFO/COO.
 

• The administrative officer will serve as receptionist and provide clerical and administrative support for the VPFO/COO:
• maintain an overall big picture of the Division of Finance and Operations (F&O) and function behind the scenes as a trusted advisor to the VPFO/COO;
• exercise executive decision making in arranging/maintaining VPFO/COO’s calendar and travel schedule;
• communicate and obtain confidential information and exercise considerable discretion and judgment on a regular basis; facilitate administrative workflow to ensure timely flow of information to and from appropriate entities;
• and work closely with other senior administrators, faculty, staff, staff, and external constituencies in a professional and efficient manner.

 
The administrative officer will also serve as receptionist and maintain day-to-day office operations:

• provide clerical and administrative support;
• manage, organize and prioritize a multitude of duties and tasks on a daily basis;
• implement procedures to ensure maximum office efficiency;
• schedule general meetings;
• assist with projects and committees as assigned;
• purchase and manage office supplies;
• maintain lists;
• provide service to the public and members of the University community;
• and research information and collect data as directed.

 
The administrative officer is also responsible for:

• process improvement, problem identification and resolution, records management, special projects and policy writing as assigned, and promoting employee engagement and UND’s mission. All of these projects require effective coordination and organization of time and resources. 
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• The administrative officer must be able to prioritize tasks. The successful candidate will have a collaborative work style, thrive on accountability, be an excellent manager of time and resources, and be a superb communicator of ideas, both verbally and in writing.
• The candidate must also maintain good rapport, and interact and coordinate with divisional department heads, staff and other University units as well as external officials/constituents.

 
Required Competencies:

• We are looking to hire someone who is enthusiastic and self-motivated. The ideal candidate enjoys working in a fast-paced environment, lives by details, has exceptional organization skills, and a positive attitude.
• Exercise considerable discretion and judgment on a regular basis.
• Use excellent verbal and written communication skills; have excellent command of English language, grammar, spelling and punctuation.
• Communicate effectively and with diplomacy between and among students, faculty, staff and general public.
• Have exceptional organizational skills and ability to work in a detail oriented atmosphere.
• Prioritize, multi-task and function with a high degree of accuracy in a fast-paced environment.
• Demonstrate excellent customer service skills.
• Be committed to job flexibility and continuous learning.
• Use excellent problem-solving skills.
• Demonstrate self-motivation skills, and ability to work independently and as part of a team.
• Work in a challenging and collaborative work environment.

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Minimum Requirements:

• Bachelor’s degree in an appropriate field (administrative, business, etc.) or combination of education and related work experience.
• Six years progressively responsible relevant work experience
• Proficient experience with Microsoft Word, Excel, Outlook, and Internet
• Successful completion of criminal history background check

In compliance with federal law, all persons hired will be required to verify identify and eligibility to work in the US and to complete the required employment eligibility verification form upon hire. 


Preferred Qualifications:

• Experience with project management skills with a demonstrated ability to handle competingn priorities and short deadlines
• Proofreading experience
• Experience with records management/retention
• Experience with research and information gathering

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 EO/Title IX 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 will be invited to provide information regarding their gender, race and/or ethnicity, veteran’s status and disability status during the application process.  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.