Administrative Assistant II

University of North Dakota•Grand Forks, ND

15d•Onsite

About The Position

The purpose of this position is to provide administrative support for the overall functions of the Office of Student Affairs & Admissions (SAA) in the School of Medicine & Health Sciences (SMHS). This role involves providing high-level administrative and professional support to ensure efficient office operations, coordinating orders, maintaining office equipment, operating standard office equipment, providing customer service, composing correspondence, scheduling meetings, taking minutes, coordinating work orders, assisting with document and presentation development, ensuring accuracy of student insurance lists, assisting with student projects, and managing the annual notification and attestation process for medical student policies. The position also serves as the records coordinator for the department, ensuring compliance with SMHS Records & Information Management (RIM) policies. Additionally, the role involves planning and coordinating events and projects for the SAA office, including managing event databases, calendars, staffing, logistics, catering, and finances. The Administrative Assistant II is expected to work collaboratively, maintain a positive and professional attitude, and uphold confidentiality.

Requirements

High school diploma or GED
Administrative office experience
Successful completion of a criminal history background check
Excellent interpersonal, verbal, and written communication skills
Excellent customer service skills
Ability to create and maintain positive relationships
Ability to maintain a positive and friendly attitude
Ability to create, edit, and disseminate clear and concise communications
Ability to respond to a large volume of emails in a timely manner
Ability to multitask and prioritize personal workload while meeting the needs of students, staff, and faculty
Excellent time management skills
Demonstrated proficiency with Microsoft Office software including Word, Excel, Outlook, and Access
Ability to remain focused, detail-oriented, and accurate in a busy environment with frequent distractions
Accountability for producing complete and accurate data
Demonstrated ability to use problem-solving skills
Fast and accurate keyboarding skills
Ability to work independently, prioritize, and meet deadlines in a highly productive office
Ability to accurately complete immediate tasks and goals while simultaneously working on long range projects
Willingness to learn new software programs as required by the American Association of Medical Colleges (ERAS, FIRST, CiM, etc.)
Ability to maintain and update various databases using multiple formats and platforms
Ability to be self-directed and work both independently and as a collaborative member of a team and troubleshoot difficult situations
Ability to relate to and assist medical school applicants, students, and others needing assistance
Ability to work occasional evenings/weekends
Willingness to acquire new knowledge and skills
Demonstrated ability to work with and provide professional service, in a welcoming, understanding, and empathetic manner, to people from a variety of diverse social and economic backgrounds
Must be able to maintain the highest levels of confidentiality of sensitive information in accordance with University and SAA policies and procedures
Contribute to a positive workplace environment
Ability to represent the organization in a professional manner.

Nice To Haves

Prefer knowledge of NDUS and UND policies and procedures
Prefer knowledge of FERPA rules and regulations
Two years of postsecondary education or equivalent administrative experience
Experience working in an academic setting
Experience working with medical students and/or medical residents

Responsibilities

Provide high-level administrative and professional support to SAA to ensure efficient office operations.
Provide troubleshooting assistance with email/calendar system and other software problems within the office.
Maintain office supplies.
Coordinate orders with Student Affairs Assistant for office equipment, supplies and kitchen items.
Maintain office equipment including computers and printers.
Operate standard office equipment.
Provide excellent customer service to all SMHS visitors.
Initiate, compose and produce clear and concise correspondence as required.
Schedule and coordinate staff meeting and agenda.
Take meeting minutes, draft, and distribute to staff, committee members, and others, as appropriate.
Coordinate, manage and submit work orders to Facilities and act as the liaison with SMHS Facilities & Safety Coordinator.
Assist with the development, creation, and distribution of forms, documents, and letters for use by the department.
Support the development of PowerPoint presentations, Qualtrics surveys and related documents.
Assist with ensuring the accuracy of Guardian Insurance list for student coverage.
Assist with providing projects for student employees.
Assist and maintain a process for notifying students annually of medical student policies.
Ensure students have reviewed and acknowledged medical student policies annually, document completion of attestation, track students who are non-compliant with set deadlines and notify SAA Leadership.
Maintain and file appropriate student records for policies.
Assist with SAA website updates and maintenance.
Serve as records coordinator for the Student Affairs & Admissions records for the department according to the SMHS Records & Information Management (RIM) policies and procedures.
Work with RIM Program personnel to develop and maintain the active and inactive filing systems for the department.
Keep files organized according to RIM policies and procedures to allow for easy accessibility and compliance with retention schedule.
Conduct annual records destruction in conjunction with the SMHS Records and Information Management Program.
Consult with and request services of the SMHS RIM personnel, as needed.
Ensure all student communications are properly maintained for records retention purposes.
Organize and set up files; purge files; prepare files for storage.
Update reference materials.
Maintain contact information of students.
Maintain monthly quality assurance and file accuracy verification schedule of digital files.
Work with Associate Director of Student Affairs to trouble-shoot problems and resolve issues.
Maintain database of events; assist with assessment of events and the value to the students.
Create and maintain calendar of events and provide for SAA staff.
Ensuring adequate staffing for events and schedule set-up and technical support.
Ensuring all aspects of events are implemented and controlled according to department and institutional policies and procedures.
Coordination of events and/or requested services including identifying and reserving event space, determining catering needs, preparing printed materials for review, tracking various expenditures, ensuring fees are collected according to institutional policies, maintaining any necessary records, and completing required forms.
Submit Event Approval Request, and catering order forms, arrange for delivery or pick-up.
Submit orders for supplies needed for events.
For remote events/presentations, assists in coordinating the logistics of identifying and reserving rooms in Grand Forks, Bismarck, Fargo, and Minot and coordinate the technology and other requirements.
Assist with guest parking.
Compiling materials for events, maintaining mailing lists for invitation distribution or other pertinent information.
Identifying events and program needs in partnership with office staff.
Schedule, facilitate, and participate in event debriefing meetings.
Work as a team member to promote the success of the SAA office, and Student Success & Well-Being program.
Maintain a welcoming and organized office environment, good interpersonal skills, and a positive attitude.
Communicate positively with stakeholders through email, phone, virtual meetings or in-person interactions.
Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
Collaborate with and back up other members of SAA with their primary responsibilities, assist with total office duties and coverage, and perform other duties as assigned.
Collaborate with SAA staff for effective communication and workflow within the office.
Always represent UND SMHS in a professional manner by providing excellent communication and services.
Support the workplace culture of SAA by demonstrating the professional conduct and values expected of all employees and by maintaining a positive attitude.
Maintain confidentiality of sensitive information in accordance with University, SMHS, and SAA policies and procedure.
Maintain a positive work environment.
Maintain a network of professional contacts to support SMHS goals.
Effectively communicate SMHS policies and procedures to stakeholders.
Assist students in finding resources or refer to appropriate department(s).
Understand SMHS academic calendar, curriculum and student support services.