Administrative Assistant

Administrative Assistant 494653 Grand Forks, North Dakota, United States Dean's Office A&S Administrative/Professional Full-time Staff Closing on: May 13 2024 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 The Administrative Assistant will be responsible for providing administrative and operational support to the Dean, the Dean’s office, and the College by providing information management, interpreting requests, and implementing action.
This is an on-campus position.
Duties & Responsibilities Assistant to the Dean Responsible for prioritizing and streamlining the schedule for the Dean of the College of Arts & Sciences 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.
Run college-level reports, compose, edit, and type correspondence and reports, as requested.
Provide support for the College’s Curriculum Committee by scheduling meetings; managing communications, record keeping, minute taking, and other necessary tasks.
Meeting attendance is expected.
Work with the College’s Tenure, Reappointment and Promotions (TRP) Committee to coordinate and schedule meetings dealing with the TRP review process; receive and prepare information for the Dean’s review.
Provide support for other College committees, as needed.
As requested, review and prioritize Dean’s email inbox.
Prepare and distribute minutes of the A&S Council (the principal governing body of the college) meetings and other materials.
First Point of Contact For the Dean's Office and the College of Arts & Sciences 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 Dean’s office, Columbia Hall, the College, and the campus; often times serving as a liaison with department-level staff.
Be knowledgeable and able to respond to a variety of requests for information including those pertaining to College 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.
Manage Arts & Sciences’ general email account(s), responding to messages as needed and routing others to appropriate contact.
Maintain calendar/schedule for conference room located nearest the Dean’s office (Columbia Hall 1917); ensure the equipment is up-to-date and in working order; post the room’s daily schedule and open the room each morning; be sure the room is secure at the end of each day.
Maintain a key for the conference room.
General Office Functions and General Administrative Duties Serve as the Building Safety and Security Representative (BSSR) for Columbia Hall to include appropriate and accurate record keeping, staying on top of and communicating safety issues, attending appropriate meetings, and other responsibilities as established by Campus Safety.
Collaborate with Campus Safety as requested and provide updates for the College’s Continuity of Operations Plan (COOP).
Provide support for general office needs including, but not limited to, mail distribution, key inventory, ordering office supplies, telephone and copy machine coordinator, and work order requests.
Assist with graduation ceremonies as needed and occasionally outside of standard work hours.
Be sure coffee and water are available for visitors to the Dean’s office.
Provide administrative support for Dean’s office staff and administrators to include scheduling meetings, appointments, and space as needed.
Receive various information requests; problem solve to complete requests or delegate to proper individual/department.
Distribute information from the Dean’s office to department-level personnel regarding processes such as developmental leave, emeritus and adjunct faculty appointments, various nominations processes, research awards, payroll changes, etc.
Collect, review and verify departmental responses to college-level requests for information; announce results of college processes, to include but not limited to faculty research initiatives.
Record and Asset Management for the Dean's Office Serve as project manager for the College Arts & Sciences staff and faculty personnel files to ensure compliance with University and College policies.
Establish and manage maintenance process for electronic faculty files; communicate and/or collect appropriate information to/from Arts & Sciences departments’ personnel.
Electronically file and manage documents which are finalized and/or stored at the college level (examples: evaluation documents, contracts).
Serve as asset manager for the Dean’s office; complete and submit annual asset inventory on time.
Responsible for disposal of surplus property according to UND policy; prepare and submit required paperwork.
Payroll and Financial Support As requested, prepare and submit payroll revisions related to developmental leave, administrative stipends, and promotion & tenure.
Assist with distribution and collection of annual faculty contracts.
As requested and in back-up role, assist with summer session and graduate appointment processes at the A&S dean level.
Continually work to identify efficiencies and process improvements to aid departments with routine appointments.
Collect and disseminate payroll and budget information, as requested, to meet Dean’s office and College of Arts & Sciences departments’ needs and deadlines.
Receive, review and approve department (student) field trip forms on behalf of the Dean/College to ensure accuracy and completeness, and forward to appropriate office(s) according to UND Policy.
Faculty Evaluation Processes Identify efficiencies and process improvements for the submission of and management of faculty evaluations at the college level.
Receive and verify accuracy and completeness of annual faculty evaluations for tenured faculty and special appointments.
Follow up with departments for corrective action.
Serve as advisor to the Dean, administrative team, and department-level administration in annual faculty evaluation policies.
Exclusive responsibility for management of the college Blackboard site used to manage processes for 1) annual faculty evaluation submission and return process, 2) submission of promotion and tenure dossiers, and 3) college-level review process for promotion and tenure.
College and University Senate Elections Sole responsibility for organization and management of annual elections to five college-level standing committees and the Executive Committee of College Council.
Conduct annual election of college faculty representatives to the University Senate.
Determine eligibility of faculty.
Prepare, distribute, and count ballots.
Work as a Team Member to Promote the Success of the Dean, the College of Arts & Sciences and the University as a Whole Attend professional development opportunities as appropriate.
Support the workplace culture of the College by demonstrating the professional conduct and values expected of all employees.
Represent UND in a professional manner at all times by providing excellent communication and customer service.
Perform additional duties as assigned.
Prioritize work with attention to deadlines; assure deadlines are met.
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 Associate’s degree or four years equivalent experience Three years of administrative or office experience Competency with Microsoft Outlook, Word, and Excel 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 Work experience in an academic setting or clear understanding of academic structure Experience coordinating and managing complex schedule of appointments Experience with UND’s procurement process for ordering supplies and equipment Experience with payroll and UND’s PeopleSoft HRMS module Experience with PeopleSoft Campus Connection module Experience with Perceptive Content Experience with UND’s policies and procedures 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.