Administrative Assistant II

Salary/Position Classification

• $40,300+ Annual, Dependent on Experience, Non-Exempt (Eligible for overtime)
• 40 hours per week
• This position will work onsite at UND Grand Forks, ND campus

Purpose of Position

To provide administrative support to the Vice Dean and COO, the Assistant Dean for Graduate and Post Doctoral Studies, and all faculty within the office. This position will greet all who come into the office, calendaring as necessary, ensure all office records are
completed accurately and timely, support appropriate committees, and other duties as necessary.

Duties & Responsibilities

Administrative

• Serve as the front-facing representative of the SMHS Academic Affairs Office, greeting visitors and responding to inquiries while acting as a liaison between departments
• Manage and maintain complex calendars for the Vice Dean/COO and Academic Affairs leadership, including scheduling appointments and coordinating meetings
• Arrange travel logistics for the Vice Dean/COO
• Plan, coordinate, and support meetings, events, and special projects
• Process financial transactions, including payments, travel reimbursements, purchasing card (PCard) activity, subscriptions, and memberships
• Maintain office operations, including mail coordination, inventory tracking (equipment and keys), and website updates
• Provide telephone and general office support as the telephone counselor
• Assist the Assistant Dean for Graduate and Postdoctoral Studies as needed
• Provide backup support to other administrative staff when necessary
• Coordinate employment verifications with departments
• Manage annual processes such as Emeritus appointments and Chester Fritz Distinguished Professor award nominations
• Attend meetings and represent the office in internal forums as appropriate (i.e. Business Leadership Forum) 
  
  

Records and Information Management

• Maintain and organize the office records management system in compliance with institutional guidelines
• Ensure proper creation, retention, and disposal of records in collaboration with the Records and Information Management (RIM) office
• Support annual file generation and auditing processes
• Serve as the department’s primary contact for records access and management 
  
  

Affiliation Agreements

• Maintain electronic filing systems for all master affiliation agreements
• Track and verify agreements within the database
• Assist with maintaining the MCAA database
• Participate in working groups to support and improve agreement processes  

Required Competencies

• Knowledge and experience with Microsoft Outlook, Word and Excel
• Excellent organizational, interpersonal, written and verbal communication skills
• Strong typing and proofreading skills
• Ability to multi-task and prioritize assignments
• Knowledge of and experience with PeopleSoft software, forms, and procedures
• Ability to work with diverse groups to accomplish the mission of the department of SMHS Academic Affairs
• Ability to ensure timely and accurate follow-up
• Ability to establish and maintain excellent working relationships
• Ability to maintain confidentiality
• Ability to work effectively with faculty and staff from a variety of backgrounds within and outside UND

Minimum Requirements

• High School Diploma or GED
• Two years’ experience in an administrative support position in an academic or business setting
• Experience in executive calendar management
• Successful completion of a 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. This position does not support visa sponsorship for continued employment.

Preferred Qualifications

• Four years’ of directly related experience in an office setting
• Records management experience
• Experience with UND and SMHS administrative, travel, accounting, purchasing, human resources, and affirmative action
  policies and procedures
• Experience with UND Marketplace