Administrative Assistant

Administrative Assistant 494059 Grand Forks, North Dakota, United States VP Finance & Operations Administrative/Professional Full-time Staff Salary/Position Classification $45,000+ Annual, Non-Exempt (Eligible for overtime) 40 hours per week 100% Remote Work Availability: No Hybrid Work Availability: No Purpose of Position Provide professional administrative support for the offices of the VPFO and EO/Title IX, Identify opportunities for process improvement and facilitate resolution of issues, Facilitate communication between offices, division units, and campus community as necessary, Work closely with other senior administrators, employees, students, and external constituencies in a professional and efficient manner; and Provide service to the public and members of the University community in a professional and efficient manner through oral, written, and electronic communication Duties & Responsibilities Provide administrative support to the offices of the VPFO and EO/Title IX Maintain complex calendars, schedule appointments and group meetings, including those of highly confidential nature (e.
g.
, reserve rooms; prepare agendas/invitations and virtual meeting setup; collect, prepare and distribute briefing materials; record notes/minutes; and order refreshments as necessary) Maintain calendar/availability for Twamley 314 (assist with technical setup of other conference rooms/groups as needed) Manage, organize and prioritize a multitude of duties and tasks on a daily basis, including filing, mail, submitting printing requests, answering phones and directing communication to colleagues, ordering office equipment and supplies, scheduling equipment maintenance, writing correspondence, preparing forms, maintaining contact lists, etc.
Maintain and respond to VPFO and EO/Title IX email and phones; research questions and provide answers or turnover to appropriate staff member to answer; follow up if needed Submit invoices for payment through UND Marketplace and Shared Service Center and submit receipts and reports for staff travel and expense Provide detailed end-to-end travel planning as needed Gain working knowledge of campus policies and procedures Facilitate administrative workflow to ensure timely flow of information to and from appropriate entities Scan, file and archive documents in accordance with records retention schedule.
Coordinate with records managers from other departments (as necessary) to ensure administrative assistant documents are included in their records retention (e.
g.
, detailed phone conversations for EO/Title IX office need to be documented and sent to EO/Title IX records manager).
Serve as uniflow administrator for offices.
Maintain departmental copiers and troubleshoot issues for staff.
Serve as telephone counselor and key coordinator for VPFO and EO/Title IX offices; maintain key inventory and submit requests for new keys as needed Maintain asset management (inventory) for VPFO and EO/Title IX offices.
Submit timely minor and major inventory.
Serve as website coordinator including content design and updates Create forms and documents in Adobe Pro Serve as hiring manager for EO/Title IX Office (e.
g.
input position description and update applicant status in Page Up) Research information; coordinate and contribute to the collection of data for reports, projects, etc.
; and compose and edit correspondence, reports and other documents as directed Communicate and obtain confidential information; exercise considerable discretion and judgment on a regular basis Serve as liaison between VPFO and EO/Title IX offices and campus departments and work closely with faculty, staff, students, and external constituencies in a professional and efficient manner Prioritize efforts and identify needed resources Communicate and listen effectively to customers and colleagues Work collaboratively across the Division of Finance & Operations and campus; share knowledge, resources and talents Process Improvement / Problem Identification and Resolution Strive for continuous improvement with current processes and encourage others to initiate change that focuses on continuous improvement.
Support VPFO and EO/Title IX with improvement initiatives.
Utilize independent problem solving skills, prioritize efforts and identify needed resources on an on-going basis Understand the workings of division- and university-wide processes which drive the need to improve processes Conduct research and collect historical, current, and projected data for identified issues (division or campus-wide) and focus on continuous quality improvement and increased efficiency in relation to each issue Coordinate and contribute to the collection of data for reports, projects, etc.
Organize, assist with and attend special events/projects with exceptional attention to detail to ensure successful and timely completion Other duties as assigned Provide Leadership and Guidance for Office of the VPFO / Promote Employee Engagement and UND’s Mission Maintain office coverage and exceptional service standards Provide troubleshooting assistance with email/calendar systems and other software problems within the office Conduct annual inventories (e.
g.
, keys, equipment) Provide leadership and direction for office in records retention policies and procedures; scan, file and archive documents in accordance with records retention schedule Assist in the day-to-day operations and activities of the office Build a safe, healthy environment in which to work Be accountable, professional and engaged Communicate and listen effectively to customers and colleagues Encourage others to initiate change that focuses on continuous improvement Remain open to suggestions and encourage new options Participate in employee development opportunities (personally and professionally) Work collaboratively across the division and campus; share knowledge, resources and talents Work closely with other senior administrators, faculty, staff, students, and external constituencies in a professional and efficient manner Other duties as assigned Additional Professional Support Services As Needed Serve as emergency floor coordinator for third floor Twamley Hall, back-up building safety and security representative for Twamley Hall, F&O division unit space coordinator, and F&O division wellness coordinator Serve as backup to executive assistant to VPFO with administrative functions and other duties as assigned Serve as assistant to the director of university policy and perform duties as requested Serve as back-up for assistant to the UND Alumni Association and Foundation (UNDAAF) director for government relations and public affairs Perform research for UNDAAF Director of Government Relations and Public Affairs as requested Required Competencies Will demonstrate integrity and ethics in all business transactions Ability to solve issues independently Establishes priorities and organizes work in a logical manner to accomplish goals Works effectively with others to accomplish tasks and goals, find solutions to problems Demonstrates effective listening skills; listens to others, interprets message, checks for understanding Has an openness to new and different ways of doing things High level of attention to detail Be accountable, professional and engaged High degree of initiative and demonstrated ability to work independently with a professional attitude and efficiency with minimal direction.
Mature judgment and discretion in keeping sensitive information confidential Demonstrated values of inclusion and belonging Ability to thrive in a challenging and collaborative work environment Demonstrated interpersonal/verbal/written communication skills with the ability to write and speak concisely, articulating thoughts clearly, professionally and exhibiting logical sequential order Demonstrated ability to handle competing priorities and short deadlines Demonstrated experience with writing, content development and editing correspondence and documents Minimum Requirements Associate’s Degree and one year of related work experience in a professional setting OR four years of directly related experience.
Proficient ability with Microsoft Office Suite (Outlook, Excel, PowerPoint and Word) Successful completion of a Standard 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.
Preferred Qualifications Bachelor’s degree and/or five years related work experience in a professional setting Experience creating documents in Adobe Pro Experience updating web page content Experience working with features of Microsoft TEAMS Experience working with PeopleSoft modules To Apply Please include a cover letter and resume with your application.
Position Benefits Benefits include single or family health care coverage (UND pays the full premium), life insurance, employee assistance program, retirement plans with generous employer contributions, annual & sick leave in addition to 10 paid holidays.
Optional benefits include supplemental life, dental, vision, flexible spending account, supplemental retirement plans.
UND also offers an employee tuition waiver and a variety of professional development opportunities.