Administrative Assistant

Salary/Position Classification

• $45,000+ Annual, Dependent on Experience, Non-Exempt (Eligible for overtime)
• 40 hours per week
• 100% Remote Work Availability: No
• Hybrid Work Availability (requires some time on campus): No

Purpose of Position

The purpose of the position is to:
* Provide high level administrative support for the Office of the Dean, Vice President for Health Affairs/Dean, and Chief of Staff.
* Identify opportunities for process improvement/efficiencies in collaboration with team members and other SMHS departmental staff
* Work closely with and provide support to all SMHS Associate and Assistant Deans, as well as senior administrators
* Provide effective oral, interpersonal and electronic communication with students, faculty, community faculty and departments within the SMHS, UND, NDUS and government
agencies

Duties & Responsibilities:

Administrative Assistance to the Office of the Dean

• Independently maintain complex calendars, schedule appointments and group meetings, including those of highly confidential nature 
• Maintain Dean's Office website
• Manage all School of Medicine and Health Sciences (SMHS) committee minutes on the website including tracking missing minutes
• Assist the Chief of Staff with the School’s Committee Nomination Process  
• Support the Dean by monitoring the completion of annual administrative evaluations
• Provide program management
• Serve as a resource to internal and external constituencies
• Track and process standard financial documents including travel through UND and the Foundation, including Pcard Purchases and invoices
• Support the administrative officer with administrative functions  

Provide Leadership and Guidance for the Office of the Vice President for Health Affairs and Dean of SMHS/Promote Employee Engagement

• Represent the Office of the Dean by acting as the face of the department, responding to questions and requests for information while acting as a liaison between the Dean's Office and other departments
• Manage, organize and prioritize a multitude of duties and tasks on a daily basis
• Track journal subscriptions and memberships 

Events and Projects

• Plan and coordinate all facets of retreats, advisory meetings, and special events in conjunction with the Office of Alumni and Community Relations
• Serve as telephone and key counselor
• Assist at Commencement, White Coat, dedications, groundbreakings, and special events as needed. 

Information Management

• Maintain and manage the records management system for the Dean’s Office, both hard copy and electronic 
• Follow guidelines established by the Office of Records and Information Management for the creation, retention, and destruction of records
• Serve as department contact and access point for the University of North Dakota Alumni Association and Foundation database - 

Required Competencies

• Prefer knowledge of UND and SMHS administrative, travel, accounting, purchasing, human resource, and affirmative action policies, forms and procedures
• Ability to maintain confidentiality
• Responsible for meeting deadlines
• Ability to multi-task and prioritize assignments to consistently provide timely and accurate data and information.
• Excellent interpersonal, oral, and written communication skills
• Ability to prioritize and organize work assignments for self and others; ability to work with diverse groups to accomplish the mission of the Office of the Dean and SMHS

Minimum Requirements

• Associates degree and 2 years of related experience, OR one year of college and three years of experience working in an office setting
• Experience with Word, Excel, Access, PowerPoint, and Outlook Calendar
• 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

• Bachelor’s degree and/or five years’ related work experience in an administrative office setting
• Knowledge of and experience with Perceptive Content software
• Experience assisting with special events coordination

To Apply

Complete online application and attach a cover letter and resume