Administrative Secretary

Salary/Position Classification

• $35,000+ 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 Administrative Secretary position is the only staff support for the Department of Theatre Arts office.
The individual in this position manages the office and assists the Chair and faculty with academic and production affairs. The individual maintains academic and Burtness Theatre production records for budgeting and archival records.

Duties & Responsibilities

Coordinate Financial Activities

• Using current UND processes, initiate purchase of supplies and equipment on behalf of the department chair and faculty. Work with UND technology services when purchasing computers or other technology items. 
• Serve as department contact for Shared Services Center (SSC). Work professionally & efficiently to communicate information to SSC associates to ensure accurate and prompt handling of financial transactions such as purchases, payments, budget transfers, inter-departmental billings. 
• Coordinate payment of department-level expenses by collecting invoices, determining fund sources, and forwarding information to the appropriate account technician for processing. 
• Use departmental purchasing cards for approved purchases; provide receipts to SSC for reconciliation of monthly statement.  Prepare electronic deposit forms and deliver deposits to UND treasury, record and track income; funded and non-funded. 
• Routinely monitor departments’ fund balances (appropriated, local, and alumni foundation sources) to make appropriate funding and purchase decisions. 
• Assist in budget projections. Create specialized budgets, when needed. 
• Manage scholarship accounts. Process scholarship payments in Scholarship Central through the Student Financial Aid Office, Student Account Services and UND Foundation. Coordinate with Scholarship Administrator in department to notify students of awards. 
• Coordinate travel and expense vouchers for reimbursement. 
• Report department totals/budgets on annual national HEADS survey. 

Coordinate Payroll Activities 

• Work with department chair and dean’s office for preparation of recruitment and appointment materials related to full-time hires. Provide support to faculty search committees. Arrange for discipline-specific advertising of open faculty positions. 
• Provide accurate information to Shared Services Center (SSC) for preparation of forms necessary for payroll revisions. 
• Manage department-level payroll activities that are not provided by SSC, including use of Manager Self Service to process department-level terminations. 
• Identify position numbers appropriate for use by each department supervisor. 
• Communicate (to SSC) accurate fund changes for employees. 
• Serve as resource for faculty supervisors in use of TLAB process so that they can accurately manage positions/employees under their supervision. 
• Serve as department contact for questions related to payroll activities. 
• Work with department chair to prepare Letters of Understanding for special hires (part-time instructors) and revise as needed over the course of the academic year. 
• Work with department chair for preparation of Summer Session contracts and payroll forms for approved faculty appointments.
• Maintain individual earnings record for any hourly employee on an ongoing basis. 
• Access electronic employment files for department employees as needed. 
• Initiate paperwork, when necessary, to set up or revise budget position numbers. 

Secretarial & General Office Management 

• Receive phone calls and greet visitors to the department in a welcome and professional manner; redirect visitors to appropriate parties as necessary to provide requested information. 
• Respond in a timely manner to emails from department, university personnel and off-campus individuals covering a wide array of questions. 
• Maintain office supply inventory and order supplies while adhering to the department’s established operating budgets. 
• Serve as the department telephone counselor; liaison with Unified Communications. 
• Serve as asset manager including submission of annual asset inventories. 
• Perform annual key inventory and order keys as needed for departmental personnel; liaison with Lock Shop. 
• Manage mail processes. 
• Serve as coordinator of records retention and file management. 
• Make room reservations for meetings and departmental functions using the appropriate UND software programs. 
• Initiate and follow up on work orders for Facilities to make building repairs or to move furniture. 
• Initiate tickets with the appropriate UND entities for repairs and updates to departmental computers. 
• Manage surplus property processes for unused computers and other equipment. 
• Perform annual major & minor inventories and submit updated inventories to appropriate offices. Complete transfer and surplus forms, as needed. Maintain update Excel inventory file. 

Chair Administrative Support 

• Keep track of department, college and university deadlines that relate to Theatre Arts; work with chair to assure deadlines are met.
• Provide administrative support for department chair and carry out routine administrative tasks. 
• Generate correspondence and forms for department chair's approval and signature. Distribute email and general communications to department personnel. Maintain central record of communications. 
• Prepare Campus Connection access requests and instruct new faculty on use and available features. 
• Assist Chair and faculty search committees by making interview arrangements, including airfare, lodging and arranging luncheons.
• Assist with faculty and visitor travel arrangements and preparation of itineraries. 
• Secure reservations for KCACTF festival held each January. Coordinate travel, housing, and registration payments for regional theatre festival. Connect with students related to any travel expense. 
• Work with department chair to maintain faculty files, report enrollments in relation to annual national HEADS survey. 
• Accurately record minutes of actions taken at faculty meetings and prepare minutes for distribution and retention. 
• Attend UND Learning & Development sessions to stay current on UND software, policies and procedures that match job responsibilities. Tasks Providing Academic Support for the Chair: 
• Act as liaison between the department and administrative offices such as the A&S Dean’s Office, Human Resources, Registrar’s Office, Admissions Office to provide academic and student support. 
• Work with department chair on semester course listings and assist with course additions, cancellations, and room changes, while coordinating with the Registrar’s Office, and CLSS and Ad Astra Scheduler modules. 
• Collect and maintain electronic copies of syllabi for all courses each semester. 
• Coordinate and share various academic related deadlines such as textbook order due dates. 
• Provide enrollment figures to department chair. 
• Set up and maintain digital academic records. 
• Create class lists for each semester for reference. 

Student Employment Manager 

• Budget and coordinate number of student work study and institutional workers and hours available per position with scene/costume shops, box office, office staff, and publicity staff. 
• Follow UND procedures to advertise for and hire student employees in the appropriate university system and coordinate with Financial Aid and HR office to manage student hiring process. Including, but not limited to, drafting job descriptions, application and interview questions, and initiating payroll forms. 
• Determine appropriate fund sources for student hires. Manage hours worked and pay earned; maintain a spreadsheet with current balance of departmental work-study and institutional funds and reconcile detail. 
• Determine work schedule for student office workers; hire, train and supervise. Review and approve hours worked. 
• Hire, train, and supervise box office manager and box office assistants. Review and approve hours worked. 
• Proactively communicate with students to facilitate re-hires and to ensure a smooth onboarding and termination process. 
• Serve as liaison between Financial Aid, HR, and students to solve problems. 
• Maintain records for each student worker and report student department totals on national annual HEADS survey. 

Production Support 

• Budget and coordinate number of student work study and institutional workers and hours available per position with scene/costume shops, box office, office staff, and publicity staff. 
• Follow UND procedures to advertise for and hire student employees in the appropriate university system and coordinate with Financial Aid and HR office to manage student hiring process. Including, but not limited to, drafting job descriptions, application and interview questions, and initiating payroll forms. 
• Determine appropriate fund sources for student hires. Manage hours worked and pay earned; maintain a spreadsheet with current balance of departmental work-study and institutional funds and reconcile detail. 
• Determine work schedule for student office workers; hire, train and supervise. Review and approve hours worked. 
• Hire, train, and supervise box office manager and box office assistants. Review and approve hours worked. 
• Proactively communicate with students to facilitate re-hires and to ensure a smooth onboarding and termination process. 
• Serve as liaison between Financial Aid, HR, and students to solve problems. 
• Maintain records for each student worker and report student department totals on national annual HEADS survey. 

Marketing, Development and Recruitment 

• Web master and social media for Department, update production and program information. Review, update and develop prospective student materials as needed. 
• Assist chair and production manager/associate chair in creating and disseminating marketing materials for production seasons. 

Required Competencies

• Ability to communicate clearly in written and spoken language.
• 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.

Minimum Requirements

• HS diploma or GED
• 1 year customer service 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. This position does not support visa sponsorship for continued employment.

Preferred Qualifications

• Experience working in an academic setting
• Experience working in an arts organization and/or public relations
• Experience supervising student workers
• Experience using Campus Connection, HCM, and Finance modules within Peoplesoft
• Experience with Perceptive Content
• Experience using Adobe Professional Programs
• Experience with financial processes
• Experience with payroll processes
• Familiarity with UND policies and procedures