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: No 

Purpose of Position

The purpose of this position is to help facilitate the effective day-to-day operations of the INMED department. This position provides the department with administrative, office and program support, in addition to departmental budget/financial operational oversight. The incumbent must be capable and proactive with regard to accounting and bookkeeping best practices; position duties must be carried out in a timely manner with a focus on accuracy in financial practices and exceptional student service.

Duties & Responsibilities

Provide Administrative Support to INMED department

• Attend Business Leadership Forum meetings and stay up to date on UND, SMHS, and department policies and procedures. Notify and implement as appropriate across INMED team. Double check at appropriate intervals that policies and procedures are being adhered to.
• Conduct tracking and updates to annual inventory, follow surplus guidelines to surplus and dispose of obsolete or unnecessary equipment and supplies.
• Provide, review, and process forms related to the costs, payments, reimbursements, etc. for students, summer program participants, advisory board members, and staff including W9, direct deposit, and justification forms. Load them into UND online platforms as appropriate, follow up on status.
• Answer email and telephone inquiries, receive in-person visitors. Understand the programs and services offered by INMED and make informed selections when forwarding inquiries to appropriate staff members.
• Coordinate department events - secure and approve catering, safety office approval, and other necessary logistical elements. Reserve rooms and arrange for technology support. Understand and utilize (and often serve as first-tier technology support person) equipment related to classroom, meeting room, and hybrid learning environments.
• Monitor the department website and submit necessary updates to the INMED Program Manager.
• Manage classroom/conference/other room scheduling within the INMED space at SMHS. Maintain INMED suite by ensuring equipment is functioning properly, power banks are charged, mice/keyboards/computers are up to date and properly powered. Study spaces and equipment must be maintained in good working order.
• Analyze operating procedures and processes to ensure smooth coordination of administrative functions between department and Dean's office, UNDAAF, and other stakeholders.
• Coordinate onboarding of students in support of program staff. May need to direct students to SMHS and main-campus resources including Student Affairs, Financial Aid, Information Resources, Wellness Advocate, Clinical Departments, Indigenous Student Center, Hilyard Center, etc. Develop a network of contacts and relationships to maximize student experience.
• Manage weekly staff meeting agenda items, provide follow-up and ensure completion of action items across INMED staff. Function as the host for weekly staff meetings and take minutes. Plan, coordinate, and schedule meetings; prepare agendas; record and disseminate minutes and/or action items.
• Facilitate and execute tasks associated with hiring and onboarding full-time and part-time staff. Create position descriptions, monitor position number listings, schedule interviews, trigger background checks, generate R2R and R2A forms and route appropriately for signature. Complete onboarding tasks and ensure that I-9, benefits, and other new-hire tasks are completed in a timely manner.
• Serve as supervisor to student employees as needed. Approve timecards/punches and work with HR to ensure accurate funding. Gen/Student Temp+hourly roles supervised directly: student office assistants. Indirect and backup supervision of tutors (undergrad and graduate/professional) Summer counselors, instructors, and other temp staff. 
  
  

 Records and Data Management

• Maintain contact lists for internal and external stakeholders, students, and alumni 2. Understand, maintain, update, and troubleshoot filing system. Update student records as changes occur (graduation dates, leaves of absence, academic career changes, final event/disposition dates, etc.).
• File student and HR- related information and paperwork in appropriate location in a timely manner.
• Assist Academic Advisor and College Coordinator with the collection and processing of documents associated with admissions for various health professions programs, including undergraduate.
• Produce and distribute correspondence to the Tribal Advisory Board at the direction of INMED Director. Retain and maintain Advisory board meeting minutes, roster, contact information, participation and voting information.
• Fulfill current records retention strategy for the department according to UND SMHS policy.
• Maintain upcoming and current graduates list. Support College Coordinator and Academic Advisor in outreach and logistics for annual graduate recognition activities. 

Budgetary and Financial Management

• Work with SMHS business office, accounting services, grant/contracts and alumni foundation to maintain departmental fiscal records and assist in preparing fiscal reports.
• Regularly review and troubleshoot accounting data related to INMED funding sources. Identify, address, and correct discrepancies wherever necessary.
• Generate, revise, and retain position funding forms. Maintain position funding breakdown as grant and project numbers change. Utilize calendar to track multiple award years and ensure accurate position funding for INMED staff and faculty. Review pay actuals and Pay registers to ensure that position funding is coming from the correct sources in the correct amounts.
• Support the delivery of accurate department budget and expense reports for grant applications, SMHS Finance and Administration applications and oversight/review. Collect, correct, and revise financial action items to ensure accuracy, including journal entries and vouchers, Position funding updates, project/fund number and percentage changes.
• Pay invoices, add and pay vendors, generate stipends and facilitate accurate payroll for INMED department using UND PeopleSoft systems.
• Submit and reconcile expense reports as needed. Understand and take action when needed to justify or correct accounting errors found in position funding forms, payroll actuals and registers, general ledger reports, account expense reports, and PI reports for grants.
• Provide monthly report of spending (budget updates) to INMED staff.
• Assist with departmental purchases; process purchase requisitions and vouchers, process payments and forward for approval.  

Required Competencies

• Demonstrated proficiency in Microsoft Office software
• Knowledge of NDUS, UND, and SMHS policies and procedures, particularly in areas of travel, accounting, purchasing, and records management
• Strong customer service skills and positive attitude
• Highly organized, self-directed and motivated
• Ability to manage multiple tasks and projects, prioritizing as needed
• Perform detailed work with a high degree of accuracy within scheduled deadlines
• Proficiency in written and verbal communications
• Effective communication with diverse groups of people
• Excellent interpersonal, verbal, and written communication skills.

Minimum Requirements

• High school diploma and 4 years of directly relevant experience OR an Associate’s degree in office management/business/related field and 2 years of related work experience
• Experience with bookkeeping/accounting functions
• 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 in office administration, finance, business or related field
• 5 or more years of administrative support in an academic or corporate setting
• Experience and familiarity with UND financial systems, policies, and procedures
• Experience working with Blackboard, PeopleSoft HRMS, Campus Connection and PeopleSoft Finance software systems
• Experience working with Novelutions or other Grants Administration software
• Experience with CRM software platforms and/or Versatile Enterprise
• American Indian Preference per PL94-437
  
  

To Apply

Submit online application, attaching a resume and cover letter.