Administrative Assistant Director

Position Description & Details

Administrative Assistant Director

Facilities Management Minot State University Minot, ND

Position Summary

Minot State University is seeking a highly organized and customer-focused Administrative Assistant to support the Facilities Management Department. This position serves as a key point of contact for campus customers, vendors, contractors, and Facilities staff while providing administrative, financial, and operational support to ensure efficient departmental operations.

The successful candidate will be detail-oriented, possess strong communication skills, and demonstrate the ability to manage multiple priorities in a fast-paced environment.

Essential Duties and Responsibilities

Administrative Support

• Provide administrative support to the Director of Facilities and Facilities Management staff.
• Coordinate department communications, schedules, meetings, and correspondence.
• Maintain organized records, files, and departmental documentation.
• Assist with special projects and departmental initiatives as assigned.

Financial and Purchasing Support

• Process invoices, purchase requests, vouchers, and related financial documents.
• Coordinate with the Business Office to ensure expenditures are coded and charged appropriately.
• Track departmental expenditures and maintain accurate financial records.
• Assist with budget monitoring and reporting activities.

Work Order Management

• Process, assign, monitor, and close facility work orders.
• Communicate with customers regarding work request status and completion.
• Generate reports and maintain work order records.
• Support facility maintenance operations through accurate data entry and tracking.

Customer Service and Reception

• Serve as the primary point of contact for visitors, faculty, staff, students, vendors, and contractors.
• Answer and route phone calls, emails, and service requests.
• Receive and distribute mail, packages, and deliveries.
• Provide professional and courteous customer service to campus stakeholders.

Vehicle and Asset Coordination

• Assist with administration of the department vehicle program.
• Maintain vehicle usage records, mileage logs, and maintenance schedules.
• Support state fleet vehicle reservations and tracking as needed.

Required Qualifications

• High school diploma or GED.
• Experience working in an office, administrative, business, or customer service environment.
• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, and Teams.
• Strong organizational, time-management, and multitasking abilities.
• Excellent verbal and written communication skills.
• Ability to maintain confidentiality and handle sensitive information appropriately.

Preferred Qualifications

• Associates or Bachelors degree.
• Experience in facilities management, higher education, public administration, or business operations.
• Experience processing invoices, purchase orders, budgets, or financial transactions.
• Experience using computerized work order or maintenance management systems.

Knowledge, Skills, and Abilities

• Strong attention to detail and accuracy.
• Professional customer service skills.
• Ability to prioritize work and manage multiple competing deadlines.
• Ability to work independently while also supporting a collaborative team environment.
• Strong problem-solving and organizational skills.
• Ability to learn institutional policies, procedures, and software systems.

Physical Requirements

• Primarily office-based work environment.
• Frequent computer use and telephone communication.
• Occasional lifting of office materials and supplies.
• Ability to move throughout campus facilities as needed.

Why Join Minot State University?

The Facilities Management team plays a critical role in supporting the universitys mission by maintaining safe, functional, and welcoming facilities for students, faculty, staff, and visitors. This position offers an opportunity to contribute to campus operations while working with a dedicated team committed to service excellence.

Additional Information

Equal Opportunity and Non-Discrimination Statement:

Minot State University is an Affirmative Action/Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regards to race, color, religion, sex, sexual orientation, gender identity, national origins, disability or other protected characteristic. Women, minorities veterans, individual with disabilities, and members of other underrepresented groups are especially encouraged to apply. Applicants are invited to provide information regarding their gender, race and/or ethnicity, veterans status and disability status as part of the application process. This information will remain confidential and separate from your application.

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:

Pursuant to the NDCC 44-04-18.27, applications and any records related to the applications that identify an applicant are confidential, except records relate 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.

Veterans Preference:

Veterans claiming preference must submit all proof of eligibility by the closing date. Proof of eligibility included a DD-214 or NGB 22 and if claiming disabled status, a current letter of disability from the VA within the last 12 months.

Clery Statement:

In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, Minot State University publishes an Annual Security and Fire Safety Report. The report includes the Universitys policies, procedures and programs concerning safety and security, as well at three years worth of crime statics 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. You may also request a paper copy of the report from the MSU Office of Safety and Security located at 500 University Ave W, Minot, ND, 58707.

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. This position does not support visa sponsorship for continued employment.