Temporary Administrative Secretary

University of North Dakota•Grand Forks, ND

8d•Onsite

About The Position

This temporary position is to help assist the Teaching, Leadership & Professional Practice Department while their Administrative Assistant is out on ADA. The role involves providing comprehensive administrative support to the department and the Department Chair, as well as financial support for the TLPP department.

Requirements

High school degree or GED
At least one year of customer service experience
Proficient with Microsoft Office, including Word, Outlook, Excel
Successful completion of a Criminal History Background Check
Ability to communicate effectively with a diverse community of students, faculty, staff with tact
Strong communication skills (written and oral)
Strong attention to detail skills
Excellent organizational and prioritization skills
Ability to multi-task and manage complex administrative processes
Demonstrated leadership and problem-solving skills
Ability to solve issues independently
Ability to work collaboratively across all institutional lines

Nice To Haves

Associates or Bachelors degree
5 years of experience in an academic, business or related setting
Experience with PeopleSoft (Campus Connection), Perceptive Content, Qualtrics, and Civitas

Responsibilities

Act as the first point of contact for the department, including answering the phone line and greeting visitors, students, faculty, and staff.
Provide a welcoming and positive experience for all departmental contacts.
Serve as a primary information source, offering accurate and general departmental information to students, faculty, staff, and visitors, and directing them to appropriate individuals for further assistance.
Manage and respond to various requests from students and faculty, including special events and activities, through emails, information posts, memos, and other forms of communication.
Assist with onboarding processes for new faculty, instructors, graduate assistants, and staff including completing necessary paperwork and providing orientation to department operations.
Train new personnel in phone usage and maintain updated departmental telephone listings and directories.
Manage department mailroom and distribute mail and other correspondence.
Assist with office moves, work orders, and repair requests.
Maintain department supply room.
Assist with program area duties assigned by supervisor (e.g., TEAM enrollment, TLPP PhD comp exams & surveys, TLPP PhD meeting minutes, mail SPED assessment kits).
Assist with special events (e.g., retirement parties, appreciation parties, scholarship ceremony, etc.).
Cross train with other staff members and other duties as assigned by the supervisor.
Other duties as assigned.
Provide scheduling and other assistance as assigned to the Department Chair.
Prepare agendas, send out Outlook invites, attend meetings, take minutes, and post minutes as assigned (e.g., faculty and director meetings).
Assist with paperwork and correspondence, including email with the Department faculty, staff, and students.
Coordinate faculty elections and committee activities.
Serve as administrative point of contact for faculty candidates for interviews and on-campus visits.
Assist with faculty search committee requests – make hotel reservations, itineraries, flyers, emails, etc.
Prepare reimbursement expenses forms for candidates and faculty search committee members and submit to College Business Officer.
Collaborate with Chair to collect, collate, and share communications in the form of Briefings and Teams announcements.
Maintain a UND Purchasing card (Pcard).
Coordinate with UND Procurement office to ensure Pcard purchases are allowable and submit waiver requests as needed.
Update Pcard tracker with purchases and funding source allocations as purchases are made.
Process Pcard statement monthly per UND policies and procedures.
Handle all purchasing in accordance with NDUS and UND purchasing policies and procedures.
Update inventory system, as needed, to ensure proper tracking of minor and major inventory.