Administrative Assistant II

University of North Dakota•Grand Forks, ND

9d•Onsite

About The Position

This position will work onsite the Grand Forks, ND campus. Are you passionate about supporting education and making a real difference in an academic environment? We're seeking a dedicated Administrative Assistant II to become the organizational heart of our department, providing essential support that helps faculty and students thrive.

Requirements

High School Diploma or GED equivalent
1 year of related work experience
Experience with Microsoft Outlook, Word, and Excel
Successful completion of a Criminal History Background Check
Ability to effectively communicate with a diverse group of people while maintaining professionalism, confidentiality and a positive and helpful attitude
Ability to work independently as well as part of a team
Ability to problem solve
Strong verbal and written communication skills
Exhibit work habits reflecting reliability, organizational skills and a high degree of accuracy

Nice To Haves

Associates Degree
3 years of related work experience
Work experience in an academic setting
Experience with UND payroll process
Experience with PeopleSoft HRMS, Finance, and Campus Connection modules
Experience with financial tracking
Knowledge of UND's policies and procedures

Responsibilities

Track and ensure department, college, and university deadlines are met
Provide the chair with timely, accurate information on priorities, issues, and events
Serve as liaison with Shared Service Center (SSC) for budget monitoring and reconciliation
Prepare reports, correspondence, and contracts (e.g., instructional and summer appointments)
Coordinate faculty search logistics and support evaluation processes
Manage department communications and serve as a central point of contact
Coordinate course scheduling with the Registrar's Office
Support awards and scholarship processes
Serve as Building Safety & Security Representative (BSSR)
Provide general administrative support to chair and graduate director
Oversee daily office operations, including front desk support and communications
Hire, train, and supervise student and temporary staff; assign and monitor workload
Maintain office security, supplies, records, and retention compliance
Manage room scheduling, mail distribution, and departmental systems (e.g., Scholarship Central, SELFI)
Serve as liaison to campus offices and external partners
Initiate and track purchases, reimbursements, and budget activity
Monitor and maintain accurate financial records across all funding sources
Serve as department contact with SSC and provide guidance on financial processes
Support faculty with grant budgets, applications, and expenditure tracking
Manage P-Card, Marketplace, and related financial systems
Coordinate hiring, onboarding, and payroll actions with SSC
Manage payroll processes, approvals, and funding allocations
Recruit, hire, and supervise student employees; manage job postings and applications
Maintain accurate records for student employment and funding sources
Serve as department contract for payroll and HR systems (PeopleSoft HCM)
Provide professional front-line service to all constituents
Coordinate meetings, events, travel, and special arrangements
Manage key inventory, equipment, and repair requests
Support departmental communications, website updates, and social media
Participate in departmental activities and professional development
Coordinate prospective student visits and support enrollment processes
Assist with registration, overrides, and student record updates
Liaise with Registrar's Office and campus advisors
Maintain course records, syllabi, and grade archives
Monitor enrollment, prerequisites, and course scheduling
Support textbook ordering and course logistics