Administrative Secretary

The University of North Dakota is currently not hiring remote employees in the following states: AR, CA, CO, HI, MD, ME, OR, PA, WA, and any country outside of the United States.
Administrative Secretary 494577 Grand Forks, North Dakota, United States Human Resources Administrative/Professional Full-time Staff Closing on: Apr 24 2024 Salary/Position Classification $38,000 - $40,000 Annual, Non-Exempt (Eligible for overtime) 40 hours per week 100% Remote Work Availability: No Hybrid Work Availability: No Purpose of Position This position is the first line for those coming to visit the Office of Human Resources.
They greet all guests in a friendly and welcoming manner.
This position will ensure that phones are answered, paperwork is completed in a timely manner and support others in the office with regard to clerical duties responsibilities.
They are part of the team that supports all employees, faculty, staff and students at UND in addition to outside parties who seek information from the office.
Duties & Responsibilities Front Office welcoming of guests to Human Resources, new and current employees, guests of other members of the HR Team office Responsible for maintaining a high level of professionalism with employees, utilizing appropriate resources to provide first call resolution and working to establish a positive rapport with every interaction.
Responding to all customer inquiries in a polite and timely manner.
Directing visitors to the correct offices.
Provide general information about all areas of the HR team, cooperatively interact and support peers within the team.
Open, Sort, and Distribute Mail Assist in arranging meetings for the Director of Payroll, Human Resources Managers, Compensation Manager and Recruiting Manager, including working with MS Outlook calendars, securing meetings rooms as needed or coordinating ZOOM or TEAMS links where appropriate, etc.
Coordinate with the HR Operations Manager in scheduling events for the HR department.
Run errands on and off campus as needed to support the department.
Operating office equipment including printers and copiers.
Coordinate the maintenance of and ensure proper functioning of the department copier (s).
Process name change requests for current employees.
Assist with other payroll forms such as W-4, Direct Deposit, and enter information correctly in the HCM system.
Assist in preparation of reports and documents as needed.
Assist in managing the Human Resources general email account, responding to requests as needed.
Onboarding-tracking the first six months of a benefited staff through the probationary period.
Track new benefited staff during their first six-month probation period.
Ensure HR Managers are in communication with new staff and their supervisors through tracking on an Excel spreadsheet when check-in conversations must and have happened.
Schedule those meetings/conversations as needed for the HR Managers.
Ensure that their six-month probationary evaluation is done in a timely manner by tracking deadlines within an Excel spreadsheet.
Once probation period is up, work with department on completion of the Job Data Form and any Add Pay required for a probationary increase in salary where appropriate.
Track completion and submission of signed position descriptions upon hire for staff.
- (Essential) I-9 Compliance and Auditing Complete I-9’s and Verify Employment Eligibility Complete Remote Hire Processes Resolve DHS/SSA Tentative Non-Confirmations Train E-Verify Sites Monitor all Hires and Rehires consistently for current I-9 on file; reply to department request for I-9 process Research hires in Perceptive and Job Data and update I-9’s for rehires Complete I-9 Forms and Verify Employment Eligibility in E-Verify Obtain/Review proper documentation for original International I-9’s; get completed FNIS Form and copies of documentation for the Tax Specialist.
Update Section 3 for all rehires, name changes, and enter name changes into PeopleSoft Complete Section 3 for International employee updates for rehires or those that are due and give documentation to Payroll Accounting Specialist Complete with the employee the Remote Hire Process from I-9 to the On-boarding Notify employees of DHS/SSA Tentative Non-Confirmations and assist with paperwork to resolve cases with Homeland Security.
Audit I-9’s for proper documentation and errors Train others on the I-9 Completion, Compliance, and use of E-Verify to become an E-Verify Site Resource Person for I-9, Remote Hires, and E-Verify Processes View Documentation and Complete International I-9 updates/ copies for Payroll Accounting Specialist Required Competencies Excellent interpersonal, verbal, and written communication skills Must be self-motivated.
Must be well organized and have strong attention to detail.
Must be able to multi-task, prioritize workload and work with frequent interruptions.
Must maintain a high level of confidentiality.
Must be able to work with diverse groups of people.
Meet deadlines in a timely manner.
Demonstrated willingness to learn new processes, systems and procedures.
Minimum Requirements High School Diploma.
Excellent professional experience with Microsoft Outlook, Excel, and Word 5 years’ experience working in a professional office setting.
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 working with PeopleSoft ERP, specifically the HR module.
Experience working in Higher Education.
Experience working with UND Policies and Procedures Experience working in a Human Resource Office Please note, all employment postings close at 11:55pm CST.
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.
Find out more about UND's great benefits and perks here! Find out why Grand Forks is Cooler.
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.