Administrative Assistant I

Salary/Position Classification

• $39,600 annual, Non-Exempt (Eligible for overtime)
• 40 hours per week
• This position will work onsite at UND Grand Forks, ND campus

Purpose of Position

The Administrative Assistant I will be responsible for providing administrative and operational support to the Dean and the School by providing information management, interpreting requests, and implementing action.

Duties & Responsibilities

Assistant to the Dean

• Responsible for prioritizing and streamlining the schedule for the Dean of the School of Graduate Studies to include daily check-ins, scheduling meetings and appointments, and keeping the Dean on schedule for various activities.
• Work closely with others to keep the Dean informed of upcoming events and meetings; anticipate needs and ensure the Dean has necessary materials and information for events and meetings.
• Assist the Dean with regular, daily activities, special projects, and requests for information in a timely and effective manner.
• As requested, professionally and appropriately communicate – via telephone, email, or printed materials – on behalf of the Dean to effectively share information internally and externally.
• Independently create letters, memorandums, minutes and other written and email responses on behalf of the Dean. Responsible for composition of confidential correspondence. Utilize quality control procedures to ensure that all materials are properly proofed and routed.
• Run School-level reports, compose, edit, and type correspondence and reports, as requested.
• As requested, review and prioritize Dean’s email inbox.
• Assist with Dean’s travel arrangements and reimbursements as well as purchasing card transactions and reporting.
• Other duties as requested.

General Office Functions & Administrative Duties

TWAMLEY OFFICE SUPPORT

• Coordinate and track facilities project requests, work order requests, and space changes in Twamley as needed.
• Retrieve, sort, and distribute mail, email and other general correspondence daily.
• Maintain, order, and distribute office supplies and equipment for the School’s office.
• Order name tags, nameplates, and business cards for the Dean and other School employees.
• Serve as the key coordinator and telephone coordinator for the School’s office.
• Maintain the major and minor inventory for the School’s office.
• Serve as copy machine coordinator for the School’s office. Ensure copier has adequate paper available. Troubleshoot issues when necessary, and request maintenance when needed.
• Be sure coffee and water are available for visitors to the Dean’s office.

THE SCHOOL’S FUNCTIONS

• Receive various information requests; problem solve to complete requests or delegate to proper individual/department.
• Utilize independent problem-solving skills and attention to detail.
• Attend meetings and represent the School as requested.
• Actively participate in School’s functions/meetings as requested.
• Provide event day support when scheduled and needed for Graduate School signature events.
• Provide logistical support for special projects and meetings, including but not limited to, submitting reservations, catering and event approval forms, and travel arrangements.
• Participate on committees and project teams as needed.
• Provide administrative support for School employees to include scheduling meetings, appointments, and space as needed.
• Post positions and complete hiring process for new employees in UND Page Up platform.
• Print various documents into Perceptive Content to both faculty files and student records. (Probation/dismissal letters, CVs for special appointments, miscellaneous student record documents).
• Assist with p-card statements and receipts for the office and routing for the appropriate signatures.
• Participate in professional development training.
• Manage SGS general email account(s), responding to messages as needed and routing others to appropriate contact.
• Prepare, submit, and manage student employee job postings or coordinate steps with SSC to ensure accurate job postings for work study and institutional positions. Manage employment details.

First Point of Contact for the School of Graduate Studies Office

• In a professional and timely manner, answer phone calls and assist students, faculty, administrators, and others by problem solving to answer questions and/or refer to appropriate person/department.
• Greet, welcome, and provide a positive and helpful experience for visitors to the School’s office in Twamley 103 and the campus.
• Be knowledgeable and able to respond to a variety of requests for information including those pertaining to School and University policies and procedures.
• Responsible for ensuring the Dean’s office is open by 8:00 am and remains open until 4:30 pm daily (M-F); coordinate, and communicate office coverage as necessary.

Support the School's Financial Activities

• Assist with conference registrations and travel reimbursements for School employees.
• Assist School employees with purchases using Jaggaer and other methods.
• Coordinate reimbursements for graduate student awards, including but not limited to doctoral student travel awards, small research grants, etc.
• Maintain accurate balances of the School’s federal work study funding.
• Maintain accurate expenditure record for each student employee.

Support for the Graduate Committee

• Schedule and attend meetings.
• Create meeting agendas and take minutes at all meetings.
• Manage the nomination process for new graduate faculty membership (twice per year).
• Send out official letters of graduate faculty status.
• Manage the nomination and voting processing for new graduate committee membership (once per year).
• Keep official copy of all minutes and post to SGS website

Required Competencies

• Strong oral and written communication skills.
• Exhibit work habits reflecting reliability, organizational skills and a high degree of accuracy.
• Ability to effectively communicate with a diverse group of people while maintaining professionalism, confidentiality and a positive and helpful attitude.
• Ability to work independently as well as part of a team.
• Ability to problem solve.
• Capable and willing to work with and learn new technology to fulfill job duties.

Minimum Requirements

• High school diploma or GED
• Two years of administrative or office experience.
• Competency with Microsoft Outlook, PowerPoint, Word, and Excel.
• Successful completion of 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. This position does not support visa sponsorship for continued employment.

Preferred Qualifications

• Associates degree
• Work experience in office or higher education setting.
• Experience working successfully in a team environment.
• Experience working with systems used at UND, including: DocuSign, Microsoft TEAMS, Zoom, Perceptive Content, and PeopleSoft modules.
• Experience with UND’s procurement process for ordering supplies and equipment.
• Knowledge of UND’s policies and procedures.

To Apply

Complete online application and include cover letter and resume.