Administrative Secretary

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CATEGORIES: Administrative/Professional DEPARTMENT: Deans Office Aerospace Administrative Secretary 494475 Grand Forks, North Dakota, United States Part-time Staff Closing on: Apr 7 2024 Salary/Position Classification $18,500+ Annual, Non-Exempt (Eligible for overtime) 20 hours per week (FTE 50%) 100% Remote Work Availability: No Hybrid Work Availability: No Purpose of Position This position leads day-to-day tasks of projects funded under the NDSGC.
This individual’s responsibilities include providing support to the Assistant Director, Associate Director, and Director in administrative duties and some project management.
Programmatic responsibilities include assistance on NIFs (NASA Internship and Fellowships), MDAPs (Mission Directorate Aligned Projects), CAPs (Competitively Awarded Projects), RID (Research Infrastructure Development), CAN (Cooperative Agreement Notice), and Synergistic NASA EPSCoR programming under the Assistant Director, Associate Director, and Director.
Assists with projects led by the Graphic Artist in UND Aerospace.
They also serve as a positive interface with all NDSGC stakeholders within the John D.
Odegard School of Aerospace Sciences, the North Dakota University System, North Dakota Tribal colleges, NASA personnel, and state and federal representatives.
Duties & Responsibilities NIF (NASA Internships and Fellowships) – NDSGC: Assists with administrative duties related to the NIFs projects, under the direction of the Director, Associate Director, and Assistant Director.
Assist in communications with awardees, processing stipends and reimbursements, tracking award spending, and closeout of awards.
NASA Internships (NIF-1) Industry Internships (NIF-2) Graduate Research Fellowships (NIF-3) Undergraduate Research Stipends (NIF-4) Bridge Research Stipends (NIF-5) MDAP (Mission Directorate Aligned Projects) – NDSGC: Assists with administrative duties related to the MDAPs, under the direction of the Director, Associate Director, and Assistant Director.
Assist in communications with awardees, processing stipends and reimbursements, tracking award spending, and closeout of awards.
Leads efforts with MDAP-1 in scholarship management, communications with affiliate institutions, distribution of awards, communications with awardees, and distribution of certificates.
Leads efforts with MDAP-4 in communications with awardees, award tracking, set-up, and close-out, distributions of awards, and processing of travel documents and any reimbursements.
Student Scholarships (MDAP-1) Graduate Assistantships (MDAP-2) STEM Ambassador Program (MDAP-3) Travel Grants (MDAP-4) High Altitude Ballooning Initiatives (MDAP-5) Human Space Flight Laboratory (MDAP-6) Special Needs Education Initiative (MDAP-7) In-service Educator Workshops (MDAP-8) Pre-service Educator Workshops (MDAP-9) Synergistic Activities (MDAP-10) STEM Outreach Events (MDAP-11) CAP (Competitively Awarded Projects) – NDSGC: Assists with administrative duties related to the MDAPs, under the direction of the Director, Associate Director, and Assistant Director.
Assist in communications with awardees, processing stipends and reimbursements, tracking award spending, and closeout of awards.
Leads efforts with CAP-3 in communications with affiliate institutions and faculty/staff/student awardees, in management of award distribution, reimbursements, and associated travel documents and required paperwork.
Faculty Seed Research Grants (CAP-1) Faculty Course Development Stipends (CAP-2) Student STEM/NASA Competition Teams (CAP-3) College Student Research Mini Grants (CAP-4) Affiliate Mini Grants (CAP-5) Educator Mini Grants (CAP-6) NDSGC Management and Day to Day Tasks and Support for UND Aerospace Dean’s Office: Assist with efforts in Annual NDSGC Affiliates Meeting and research symposium.
Maintain relationships with NDSGC stakeholders, including NASA personnel, NDSGC affiliate staff, faculty, and students, and state and federal representatives.
Provide programmatic updates to NDSGC stakeholders through emails, newsletters, meetings and other forms that are most effective for a range of audiences.
Actively promote NDSGC activities and programs at all levels, including North Dakota and Tribal college and university campuses, North Dakota and Tribal K-12 classrooms, and state and federal government agencies.
Work with web developer to maintain and update website Participate in travel to National, Regional, and annual Space Grant Meetings, as needed.
Participate in workshops, trainings, and professional development activities.
Interface with UND Aerospace Dean’s Office to assist with NDSGC and ND NASA EPSCoR aligned projects (e.
g.
STEM research efforts, STEM engagement collaborations, UND Aerospace Community Day, recruiting and engaging UND Aerospace staff, faculty, and students in NDSGC and ND NASA EPSCoR programs and funding opportunities, etc.
).
Ensure that the NDSGC and ND NASA EPSCoR programs continue to align with and embrace UND LEADS - UND’s Strategic Plan.
Support the Director, Associate Director, and Assistant Director with data for annual reports, proposals, and budgets, as needed.
Required Competencies Ability to learn and adapt to ongoing change in a fast-paced work environment.
Excellent overall technology skills, and ability to use standard office suite and computer software.
Ability to organize, prioritize, and manage multiple tasks.
Ability to work independently and within a collaborative team.
Strong written and oral communication and interpersonal skills, and ability to work with a diverse group of individuals within the University of ND community.
Willingness to learn new technologies/software.
Ability to work in a team (close and strong partnership with university, staff, faculty, and students).
Minimum Requirements High School diploma or GED.
Experience working in an office setting.
Experience with Microsoft Office Suites.
Valid Driver's License.
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.
This position does not support visa sponsorship for continued employment.
Preferred Qualifications Experience with Google Drive (Slides, Sheets, Docs, Etc).
Experience assisting Principal Investigators with grant activities and management of awards.
Experience supervising college students.
Experience preparing reports, and with budget oversight, etc.
To Apply Submit application by the closing date, include a resume and cover letter.
PLEASE NOTE: For a successful screening, be sure to review all of the position minimum requirements above, and outline how you meet those requirements in your application packet.
Additional information may be attached if needed.
Please note, all employment postings close at 11:55pm CST.
Part-time/Temporary positions are posted for a minimum of 3 business days.
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All information listed in this position announcement will be used by Human Resources, the Hiring Department, and EO/Title IX for screening, interviewing and selection purposes.
Need help? Please email the Human Resources Department at UND.
humanresources@UND.
edu or contact us by phone at 701.
777.
4226.
If you anticipate needing any type of accommodation to participate in any portion of the University's employment process, including completion of the online application process, please contact our office in advance of your participation or visit.
Veteran’s Preference Veterans claiming preference must submit all proof of eligibility by the closing date.
Proof of eligibility includes a DD-214 or a copy of NGB 22 from National Guard or Reserve (with a unit located in ND) or certification from the applicant's unit command that the individual is expected to be discharged or released from active duty in the uniformed services under other than dishonorable conditions not later than one hundred twenty days after the date of the submission of the certification.
If claiming disabled veteran status, proof of eligibility includes a DD-214 and a current letter of disability dated within the past year.
Confidentiality of Application Materials Pursuant to NDCC 44-04-18.
27, applications and any records related to the applications that identify an applicant are confidential, except records related to the finalists of the position, which are open to the public after the search committee has identified the top three or more finalists who will be invited to campus.
EEO Statement The University of North Dakota is an Affirmative Action/Equal Opportunity Employer.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or other protected characteristic.
Women, minorities, veterans, individuals with disabilities, and members of other underrepresented groups are especially encouraged to apply.
Applicants are invited to provide information regarding their gender, race and/or ethnicity, veteran’s status and disability status as part of the application process.
This information will remain confidential and separate from your application.
Clery Statement In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the University of North Dakota publishes an Annual Security and Fire Safety Report.
The report includes the university’s policies, procedures, and programs concerning safety and security, as well as three years of crime statistics for our campus.
As a prospective employee, you are entitled to a copy of this report.
The report and statistical data can be found online at UND.
edu.
You may also request a paper copy of the report from the UND Police Department located at 3851 Campus Road, Grand Forks, ND, 58202.