Administrative Assistant II

University of North Dakota•Grand Forks, ND

6d•Onsite

About The Position

The Administrative Assistant II provides administrative support for the overall functions of the Office of Student Affairs & Admissions (SAA) in the School of Medicine & Health Sciences (SMHS) at the University of North Dakota. The position supports office operations, student records and policy processes, departmental communications, and the planning and coordination of events and projects. It also provides support to the Community Engagement & Service Learning program and backup coverage for the Administrative Assistant Records Coordinator. The role is based onsite at the UND Grand Forks, North Dakota campus and is classified as non-exempt, eligible for overtime. It is a 40-hour-per-week position with an annual salary starting at $40,300, dependent on experience.

Requirements

High school diploma or GED.
Two years of post-secondary education or equivalent administrative experience.
Successful completion of a Criminal History Background Check.
Excellent interpersonal, verbal, and written communication skills.
Excellent customer service skills and the ability to create and maintain positive relationships and a friendly attitude.
Ability to create, edit, and distribute clear and concise communications and respond to a large volume of emails in a timely manner.
Ability to multitask, prioritize workload, manage time effectively, and meet deadlines while supporting students, staff, and faculty.
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 complete and accurate data, problem-solving ability, and fast and accurate keyboarding skills.
Ability to work independently, prioritize, meet deadlines, and balance immediate tasks with long-range projects.
Willingness to learn software programs used by the American Association of Medical Colleges, including ERAS, FIRST, and CiM.
Ability to maintain and update databases using multiple formats and platforms.
Ability to work independently and collaboratively, troubleshoot difficult situations, and assist medical school applicants, students, and others.
Willingness to acquire new knowledge and skills.
Ability to provide professional, welcoming, understanding, and empathetic service to people from diverse social and economic backgrounds.
Ability to maintain confidentiality of sensitive information in accordance with University and SAA policies and procedures.
Ability to contribute to a positive workplace environment and represent the organization professionally.
Ability to work occasional evenings and weekends.
Must verify identity and eligibility to work in the United States and complete the required employment eligibility verification form upon hire; the position does not support visa sponsorship for continued employment.

Nice To Haves

Knowledge of NDUS and UND policies and procedures.
Knowledge of FERPA rules and regulations.
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 and help ensure efficient office operations.
Troubleshoot email, calendar, software, and office equipment issues; maintain office equipment and supplies; and coordinate orders.
Provide customer service to SMHS visitors and prepare clear correspondence, forms, documents, letters, and presentations.
Schedule staff meetings, prepare agendas, take minutes, and distribute meeting records.
Coordinate work orders with Facilities and serve as a liaison with the SMHS Facilities & Safety Coordinator.
Support Qualtrics surveys, SAA website updates and maintenance, and annual content reviews.
Assist with the accuracy of the Guardian Insurance list for student coverage.
Help provide projects for student employees and administer annual student notification and acknowledgment of medical student policies, including tracking and notifying leadership about non-compliance.
Maintain and file student records related to policies and provide administrative support to the Community Engagement & Service Learning program.
Provide backup coverage for the Administrative Assistant Records Coordinator and assist with SAA department file management.
Serve as SAA Records Coordinator, following SMHS Records & Information Management policies and procedures and coordinating with RIM personnel.
Scan or place records into the imaging system; maintain active and inactive filing systems; organize, purge, store, and destroy records according to applicable policies and retention schedules.
Review and correct Event Day errors and ensure timely medical student record updates for status changes, including leaves, name changes, class changes, withdrawals, and dismissals.
Maintain student contact information, update reference materials, complete medical education verification requests, and follow schedules for document verification, cleanup, and quality assurance.
Plan and coordinate events and projects, including scheduling, logistics, ordering, marketing, evaluation, staffing, and technical support.
Maintain event databases and calendars, assist with event assessment, and ensure events follow department and institutional policies and procedures.
Coordinate event services such as reserving space, arranging catering, preparing materials, tracking expenditures, collecting fees, completing forms, and arranging delivery or pickup.
Coordinate logistics and technology for remote events or presentations in Grand Forks, Bismarck, Fargo, and Minot; assist with guest parking and event materials.
Maintain invitation mailing lists, identify event and program needs with office staff, and schedule and participate in event debriefings.