Administrative Assistant II

University of North Dakota•Grand Forks, ND

8d•$40,300•Onsite

About The 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.

Requirements

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
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

Nice To Haves

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

Responsibilities

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)
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
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