Administrative Officer

Salary/Position Classification

• $50,000+ Dependent on Experience, Annual, Administrative
• 40 hours per week
• 100% Remote Work Availability: No
• Hybrid Work Availability: Yes

Purpose of Position

The purpose of the position is to provide a high degree of management in the Dean’s Office at the School of Medicine and Health Sciences. The employee will also be expected to lead and manage projects effectively. This position interacts with students, faculty, community faculty, and departments within the SMHS, UND, NDUS, and government agencies.

Duties & Responsibilities

Executive Assistance/Administrative Officer to Administrators in the Dean’s Office

• Advise the Vice President (VP)/Dean, and Chief of Staff (COS) on all matters of relevance to the office and SMHS as a whole.
• Plan, direct, and coordinate activities related to the VP/Dean’s teaching, research, clinical, and/or service responsibilities.
• Provide high-level support for the Vice President for Health Affairs/Dean, the Associate Dean for Wellness, and the Associate Dean for Health Science.
• Develop and maintain internal and external relationships; act as a liaison to stakeholders. External stakeholders may include members of the ND State legislature or key offices throughout the State and beyond.
• Anticipate the needs of the VP/Dean, Associate Dean for Wellness, Associate Dean for Health Sciences, and COS and independently take the appropriate course of action.
• Anticipate and troubleshoot potential conflicts in coordination with the COS.
• Prepare and identify key meeting participants; and collect, prepare, and distribute appropriate briefing materials.
• Lead and support the SMHS Advisory Council including conducting notifications, preparing the agenda and minutes, securing a location, food, and beverages, and communicating with participants regarding reimbursable items. Independently provide follow-up on outstanding items.
• Provide support to committees as requested including Bylaws, Faculty Council, Clinical Chairs, etc.
• Provide high-level support by monitoring continuing medical education (CME) requirements as well as the tracking of CME credits, licenses (including Drug Enforcement Administration), credentialing processes, and updating CVs for those in the Dean’s Office while timely communicating with participants on status. Independently reaching out to hospital partners to obtain needed information.
• Review and approve grant submissions in accordance with the Dean’s Office guidelines.
• Independently complete data requests including creating surveys, assessments, charts, etc. as well as analyze data and provide recommendations.
• Prepare and process all human resource and financial paperwork for the Dean’s Office.  

Administrative support 

• Manage the calendar of the administrators in the Dean’s Office including the Dean, and two associate deans, paying close attention to overlap, available and working Zoom links, etc. Work closely with COS to ensure the congruence of meetings with scheduling guidelines.
• Provide administrative support to the Associate Dean for Research and COS as needed.
• Assist with preparing PowerPoint presentations, surveys, and other publications.
• Understand NDUS and UND policies and procedures necessary to ensure that appropriate decision-making protocols are followed.  Assist the Dean with managing leave requests.
• Ensure that appropriate follow-up actions are taken.
• Serve as backup to other team members.  

Project and Policies Manager

• Provide optimal communication among stakeholders
• Ensure that all components of SMHS project planning and execution are conducted in compliance with SMHS, UND, North Dakota University System, and State Board of Higher Education policies and procedures
• Review and independently draft correspondence
• Ensure deadlines are met by engaging stakeholders ahead of time ensuring all requirements are met timely and appropriately.  Manage the policy review process for the SMHS, including:
  • Ensure proper editing, punctuation, grammar, etc. are used for all policies
  • Post policy notifications and provide follow-up 
  • Manage the review process and coordinate the review of policies with respective policy owners and committees
  • Work with the software developer on developing, reviewing, and editing the new policy database
  • Maintain policy database
  • Act as a resource for stakeholders  

Supervise the Office Coordinator

• Conduct recruitment and selection of staff as needed.
• Conduct orientation/onboarding for new staff.
• Complete and maintain departmental staff position descriptions.
• Manage the distribution of workload.
• Supervise all aspects of the employee performance appraisal system, ensuring that accurate performance standards are developed and maintained.
• Initiate, direct, and document employee disciplinary actions, as necessary. 

Required Competencies

• Prefer knowledge of UND and SMHS administrative, travel, accounting, purchasing, human resource, and affirmative action policies and procedures
• Ability to multi-task and prioritize to consistently provide timely and accurate data and information.
• Demonstrated excellent interpersonal, verbal, and written communication skills
• Demonstrated 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, SMHS, and UND
• Demonstrated ability to manage follow-up

Minimum Requirements

• Bachelor’s degree in arts & sciences, or related
• Two years’ experience working in an office setting
• Experience with Word, Excel, Access, PowerPoint, and Outlook
• Satisfactory 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. This position does not support visa sponsorship for continued employment.

Preferred Qualifications

• Knowledge of, and experience with, PeopleSoft software, forms, and procedures