Administrative Secretary

Hiring Department:    Department of Surgery, School of Medicine and Health Sciences, Position is Located in Grand Forks, ND 

Minimum Hiring Salary/Position Classification: $30,000+/Year, Full-Time, Benefited, Non-Exempt
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, with rare other days/hours

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


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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 Department of Surgery at the University of North Dakota School of Medicine and Health Sciences is seeking a highly qualified individual to assist with the following responsibilities:

Assistance for the Residency Program:

• Create and distribute monthly call and conference calendars for each of the program’s core institutions.
• Initiate meeting registrations, travel arrangements and reimbursements for surgery medical residents.
• Schedule and maintain required certifications and immunizations for medical residents during their training.
• Assist with review of residency applications and interview process for surgery medical residency program.
• Track and maintain database for resident and faculty scholarly activity for the department.
• Update medical resident points on a monthly basis, tracking clinic and conference attendance for all residents.
• Proctor resident exams.
• Assist with yearly orientation for medical residents, including maintaining pager list, resident address list, new resident yearly picture flyer; ordering of lab coats; and all facility information sheets.
• Maintain current copies of medical resident’s curriculum vitae.
• Maintain This Week in Score schedule and send out weekly reports
• Maintain various databases and reports
• Serve as back up for all residency related duties
• Input information and maintain MedHub website
• Type, photocopy, file, and fax documents
• Assist the Surgery program coordinator with medical residency issues, as required

Secretarial Support for the Associate Program Director and department faculty:

• Schedule and maintain associate program director’s university and clinic schedules
• Initiate travel arrangements and reimbursements for Associate Program Director

• Schedule and prepare all paperwork for resident evaluations biannually
• Maintain database of required memberships and licenses
• Serve as liaison between associate program director and his clinic office as well as for any committees in which he is involved
• Serve as a recorder of the Clinical Competency Committee (CCC) and provide action plan and minutes to the Surgery program director & residency coordinator. Responsible for updating and disseminating medical resident supervision procedure letters to all institutions biennially
• Coordinate assigned curriculum education committee (CEC) meetings, resolve scheduling conflicts, and perform required follow up.
• Provide secretarial support for other faculty

General Office Functions:

• Answer phones and direct calls to appropriate individuals
• Greet visitors
• Typing, filing, faxing
• Assist Conference/Faculty Coordinator, Simulation Coordinator and Medical Student Coordinator as needed
• Administrative support for Rural Surgery Support program
• Provide direction to student employees

Competencies Required:

• Ability to operate standard office equipment
• Excellent interpersonal, verbal, and written communications skills
• High level of organizational and administrative skills and a proficiency in problem solving
• Ability to function independently, use discretion, and pay attention to detail
• Ability to periodically travel to Fargo and attend in and out-state educational conferences

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Minimum Requirements:

• High school diploma/GED
• Two years' experience in an office setting
• Experience with MicroSoft Office software including: Outlook, Word
• Valid driver's license
• 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:

• Associate degree in medical secretarial, office administration or related
• Experience with or training in medical terminology
• Experience with NDUS/UND policies and procedures
• Experience working with medical residency programs
• Experience with or training in records management systems and software
• Experience with Microsoft Excel and Access

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.