Administrative Assistant - Center for Rural Health

University of North Dakota•Grand Forks, ND

6d•$44,300•Hybrid

About The Position

The purpose of this position is to provide programmatic-level administrative assistance to several federally funded grant awards. Additionally, the position functions as part of the overall administrative and operational support structure at the UND Center for Rural Health (CRH). The position is supervised by the CRH Director’s Administrative Assistant.

Requirements

HS diploma or GED
Four years of directly related work experience in an administrative support position.
Experience using computers, specifically with Microsoft Office software applications (Word, Excel, PowerPoint, Outlook or similar), e-mail, and Internet usage.
Successful completion of a Criminal History Background Check
Ability to prioritize, multi-task, take initiative, and to work both independently and as a part of a team.
A high level of accuracy and attention-to-detail.
Substantial knowledge of office processes and procedures.
Proficiency in making travel arrangements, i.e., experience booking work-related travel as a routine part of the job.
Proficiency at maintaining schedules and calendars.
Proficiency at coordinating and arranging meetings of all types; this includes working with both internal and external partners to assist with the planning and scheduling of events.
Proficiency at completing business-related forms and paperwork.
Strong word processing skills to include the ability to accurately proof, edit, and format reports and manuscripts.
Strong verbal, written, and interpersonal communication skills.
An aptitude to quickly learn and use new software applications or technologies.
The ability to collaborate effectively with project staff to meet shared goals and be dedicated to quality work.
Excellent organizational skills.
Good critical thinking skills, as well as the ability to plan, execute, and complete projects.
Ability to work in a fast-paced environment, meeting deadlines and achieving timely work products.
Knowledge of UND policies and procedures (travel, payments including P-card, procurement).

Nice To Haves

Post-secondary education in business, information management or a closely related field.
Grant project support experience.
PeopleSoft Finance and Jaggaer experience.
Basic bookkeeping/expenditure tracking experience.

Responsibilities

Provide administrative support to program leadership and team members ensuring the smooth operation of grant activities.
Assist in organizing, planning, and implementation of project goals, objectives, and strategies as assigned.
Perform general daily support duties such as maintaining office records; distribute mail and correspondence; operate standard office equipment; and conduct other administrative duties as assigned.
Coordinate travel arrangements for staff (local, state, national) using various modes of transportation.
Keep current with UND travel policy; travel best values; and be able to resolve logistical challenges.
Accurately and quickly process travel reimbursement forms.
Clearly communicate and assist staff and faculty who are traveling for business.
Maintain proficiency with Microsoft Word, Excel, Outlook, PowerPoint, Teams, Zoom.
Facilitate communication.
Utilize Microsoft Outlook to schedule meetings and maintain calendars.
Coordinate conference calls and meeting logistics.
Setup meetings on and off site (send and track invites, prepare handouts, schedule meeting spaces).
Answer department telephone; assist callers with requests while maintaining a high level of professionalism and decorum.
Actively participate and make recommendations during all phases of project performance.
Attend meetings, conferences, seminars and workshops as needed. May include travel to meetings or events several times a year.
Assist with tracking grant-related reporting deadlines.
Provide grant application preparation support, proposal budgets, budget narratives, required form.
Participate as part of the CRH administrative team to ensure smooth and consistent operations.
Act as liaison with the CRH’s business office.
Order supplies and facilitate procurement, process payments, and secure associated documentation.
Maintain P-card, purchase and receipt items, and reconcile as required.
Prepare accurate accounting-related or other documentation/paperwork, as required.
Maintain and comply with current knowledge of UND and grant policies and procedures necessary to perform job.
Manage special projects and other duties as assigned.
Compose correspondence, type, format, proofread and edit documents including communications with government officials, administrators, partners, while maintaining internal communication with CRH colleagues.
Assist with the preparation and writing of reports, presentations, and manuscripts.
Record and transcribe meeting minutes. Identify, communicate and track resulting action items.
Assist with collecting information and maintaining databases.
Assist with organizing the programmatic share-drive information files and folders.
Apply creativity and logic to locate specific information and to research issues.