Administrative Assistant Job Opening

Administrative Assistant

University of North Dakota

Grand Forks, North Dakota
$33,000.00 a year

Position Type:
5000 Office Support/5205 Administrative Assistance

Date Posted:
5/30/2019

Location:
Grand Forks, North Dakota

Closing Date:
06/13/2019

Institution:
University of North Dakota - website

Hiring Department: Modern & Classical Languages & Literatures and Philosophy & Religious Studies

Minimum Hiring Salary/Position Classification: $33,000 +/year, Full-Time, Benefited, Non-Exempt
Benefits: Includes single or family health care coverage (premiums paid for by the university), basic life insurance, EAP, retirement plan, tuition waiver, annual and sick leave. Optional benefits available: supplemental life, dental, vision, flexible spending account, supplemental retirement plans.
Work Schedule: Monday - Friday, 8:00 am – 4:30 pm


For full consideration, all application materials must be fully submitted by 5:00 PM on the closing date.
Qualified internal candidates will receive first consideration.

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Position Details: The Full Position Description is attached to this posting in the bottom right had corner.

The primary purpose of this position is to serve as assistant to the department chairpersons in the departments of Modern & Classical Languages & Literature (MCLL) and Philosophy & Religious Studies and providing support to faculty and students in the mission of the departments through essential administrative support, financial, and other routine functions that enable the faculty and chairpersons to best focus on their primary functions.
  • Receive phone calls and greet visitors to the departments in a welcome and professional manner; redirect visitors to appropriate parties as necessary to provide requested information.
  • Respond to emails from departmental personnel, other UND personnel, and off-campus individuals covering a wide array of questions in a timely manner.
  • Serve as department telephone counselor, asset manager, copy machine coordinator, records coordinator and key coordinator. Serve as building contact when requested.
  • Manage mail processes, maintain office supply inventory, and make room reservations for meetings and departmental functions.
  • Initiate and follow up on work order requests for computer and building repairs.
  • Work with department chairs and/or program directors to prepare and revise the departments’ course listings and classroom assignments.
  • Prepare CampusConnection Access Request; instruct new faculty on CampusConnection use.
  • Provide enrollment figures to chairs and language program directors.
  • Prepare MCLL’s combined final exam schedule for lower-level language courses.
  • Provide students with information related to academic procedures; direct students to appropriate advisors as needed.
  • Create class permission numbers in CampusConnection for students.
  • Provide information, as requested, to individuals responsible for preparation of annual departmental budgets.
  • Coordinate payment of department-level expenses by collecting invoices, determining funding sources for payment, and forwarding information to the appropriate account technician for processing.
  • Routinely monitor departments’ fund balances to make appropriate funding and purchase decisions; monitor departments’ budgets for expenditure according to annual budget.
  • Use departmental purchasing cards for approved purchases; reconcile or provide receipts for reconciliation of monthly statement.
  • Manage scholarship accounts. Process scholarship payments in Scholarship Central.
  • Coordinate travel and expense vouchers for reimbursement.
  • Run payroll reports and check for accuracy. Initiate payroll corrections to rectify problems when identified.
  • Prepare and route forms necessary to update salary, funding, and position information for departmental employees.
  • Maintain lecturer and hourly employee salary schedule.
  • Prepare letters of understanding for faculty, lecturers, and special hires for academic year and summer session appointments.
  • Supervise student workers; initiate hires, manage hours worked, and track fund balances.
  • Prepare recruitment and appointment forms and arrange for advertising of open faculty positions; provide support to search committees.

Competencies:
  • Demonstrate excellent interpersonal and organizational skills and ability to work in a detail-oriented atmosphere
  • Demonstrate ability to interact in a positive and effective manner with faculty, students, and the public while maintaining professionalism and confidentiality
  • Demonstrate problem-solving skills
  • Demonstrate ability to multi-task and function with a high degree of accuracy
  • Demonstrate ability to work individually as well as part of a team
  • Work to maintain positive environment
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Minimum Requirements:
  • Associate’s Degree or equivalent experience
  • Two years of office or administrative work experience
  • Experience with Microsoft Word, Excel, and Outlook
  • Successful completion of Criminal History Records 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:
  • Three years of related work experience
  • Experience using CampusConnection, Finance, and HRMS modules within Peoplesoft
  • Experience with Omni Update
  • Experience with financial tracking and payroll processes
  • Experience with UND policies and procedures



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All information listed in this position announcement will be used by Human Resources, the Hiring Department, and EEO/AA for screening, interviewing and selection purposes.


Confidentiality of Application Materials
Note: 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 finalists who will be invited to campus.

EEO Statement
UND is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or national origin. Women, minorities, veterans and individuals with disabilities are encouraged to apply. Applicants are invited to provide information regarding their gender, race and/or ethnicity, veteran’s status and disability status on the form found at http://und.edu/affirmative-action/apcontrolcard.cfm. This information will remain confidential and separate from your application.

ND Veteran’s Preference
North Dakota Veterans claiming preference must submit all proof of eligibility by the closing date. Proof of eligibility includes a DD-214 and if claiming disabled status, a current letter of disability from the VA dated within the last 12 months.

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 http://und.edu/discover/_files/docs/annual-security-report.pdf. You may also request a paper copy of the report from the UND Police Department located at 3851 Campus Road, Grand Forks, ND 58202.