Administrative Assistant II

University of North Dakota•Grand Forks, ND

1d•Onsite

About The Position

Serve as assistant to the department chairperson in the department of Geography. Provide support to faculty and students is the mission of the departments by performing essential administrative support, financial, and other routine functions that enable the faculty and chairperson to focus on their primary functions. This position reports directly to the department chairperson, and indirectly to faculty, managing day-to-day operations of the department office.

Requirements

High school diploma or GED
1 year of related work experience.
Competency with Microsoft Word, Excel, and Outlook.
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.
Demonstrate excellent interpersonal and organization skills and ability to work in a detail-oriented atmosphere.
Demonstrate ability to interact in a positive and effective manner with faculty, students and the public while maintaining professionalism and confidentiality.
Demonstrate problem-solving skills.
Demonstrate ability to multi-task and function with a high degree of accuracy.
Demonstrate ability to work individually as well as part of a team.
Work to maintain positive environment.

Nice To Haves

Associates Degree
Three years related work experience.
Experience in an academic setting.
Experience with UND payroll processes.
Experience using PeopleSoft HCM, Finance, and Campus Solutions.
Experience with financial tracking.
Experience with update of websites; particularly using Omni update.
Experience with UND 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 process
Manage department communications and serve as a central point of contact
Coordinate course scheduling with the Registrar's Office
Support awards and scholarship processes
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 contact for payroll and HR systems (PeopleSoft HCM)
Assist with coordination/collection/maintenance of student and department assessment data
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
Coordinate special events on and off-campus
Work with faculty hosts to arrange guest travel, hotel accommodations, and visit itineraries
Work with UND's Marketing & Communication Services for creation of posters or signs for events