Assistant to the Director/Project Coordinator

Salary/Position Classification

• $45,000 Annual, Non-Exempt (Eligible for overtime)
• 40 hours per week
• 100% Remote Work Availability: No
• Hybrid Work Availability: No

Purpose of Position

This individual will serve as the project manager and executive assistant for the Director of Housing & Residence Life (Director.) The position will support and facilitate the work of the Director and the senior leadership within the Unit. This individual is responsible for maintaining the Director’s calendar, collecting agenda items, taking minutes, and tracking data for leadership meetings, working assessment and reporting, and making travel arrangements. This position will lead and manage service contracts and MOUs. The individual will coordinate projects as requested and will coordinate onboarding and staff development activities. This position calls for a blend of administrative tasks with a need for this person to also have excellent attention to detail with project management experience.

Duties & Responsibilities

Executive Assistant to the Director of Housing & Residence Life

• Provide professional, executive-level support to the Director of Housing & Residence Life.
• Assist the Director with the implementation of initiatives and accomplishing departmental strategic goals.
• Assist the Director with exploring and developing partnerships, including with other campus units and universities.
• Schedule meetings and maintain Director’s calendar, exercising executive decision-making in arranging/maintaining Director’s calendar and travel schedule.
• Reserve rooms, prepare agendas, send invitations, set up virtual meetings, collect, prepare, and distribute briefing materials, take notes/minutes, and manage catering requests.
• Research information, coordinate, and contribute to data collection for reports, projects, etc.
• Compose and edit correspondence, reports, and other documents for Director and Housing & Residence Life leadership as requested.
• Work independently and use time-management skills to set and meet deadlines.
• Work collaboratively within VPSA and other divisions both on and off campus.
• Lead and manage the annual review of policy and procedures manuals for all Housing & Residence Life professional staff.
  • Track completed P&P in collaboration with Directors.
  • Annual assistance with tracking updates in the UND Catalog.
• Perform other administrative support tasks, including drafting and proofreading correspondence.

Administrative support to Director and Senior Housing & Residence Life Leadership team

• Greet visitors (students, faculty, staff, alumni, etc.) in a professional manner.
• Answer the department’s main phone line, providing the highest quality customer service.
• Assist in day-to-day office activities and operations.
• Assist with travel arrangements (purchase airline tickets, registrations, hotel reservations, etc.) for VPSEM and VPSEM Leadership team.
• Event planning and coordination for the Housing & Residence Life unit:
  • Complete on-campus forms to reserve rooms.
  • Make technology arrangements. o Coordinate with the Parking Office to ensure adequate parking options are available.
  • Coordinate, submit, and manage catering orders.
  • Assist with developing and carrying out a communication plan for events.
• Order, organize, and manage office equipment, inventory, and supplies.
• Manage and submit annual equipment and key inventories.

Project management and lead contracts, MOUs, and International agreements

• Lead communications with UND campus faculty and staff while maintaining high independence, confidentiality, and professionalism.
• Schedule meetings, reserve rooms, prepare agendas, send invitations, set up virtual meetings, collect, prepare, and distribute briefing materials, take notes/minutes, and place catering requests as needed.
• Coordinate and develop agreements, contracts and MOUs with appropriate language from Housing & Residence Life and other key UND areas. Work with Legal Counsel and VPSA on final approval of documents.
• Ability to build and display PowerBI dashboards.
• Work with the University Analytics and Planning team.

Planning, Assessment and Reporting

• Prepare and compile Strategic Plan document for Housing & Residence Life within University guidelines.
• Develop data and tools for tracking and analysis of goals.
• Compile and review progress reports with Director as requested.
• Collect, manage and analyze data and key statistics for record keeping assessment and strategic purposes.
• Design, compile, generate, analyze data as required to assist in decision making.
• Respond to ad hoc requests for data and information from students, campus departments, and external entities.
• Assist in compiling data in response to IPEDS, College Board, Wintergreen, ACUHO-I, and other surveys.
• Serve as departmental liaison with UND Analytics and Planning
• Ensure all annual and assessment repots are posted per University Guidelines
• Keep abreast of best practices and evolving trends in assessment activities.
• Maintain historical and current assessment data for easy access by administrators.

Staff Professional Development & Training

• Research and make recommendations to the Director for professional development opportunities for employees.
• Assist with new staff orientation to include professional conduct, values and vision of Housing & Residence Life department.
• Track and monitor professional development attendance of staff in Housing & Residence life.
• Coordinate and update annual reviews of Housing & Residence Life staff manuals.
• New employee onboarding:
  • Coordinate phone setups and updates for division staff with UIT.
  • Request EDA and keys for division staff to order business cards.

Other duties as assigned

• Attend meetings on behalf of VPSA.
• Perform projects as assigned by the Director and other Housing & Residence Life senior leadership.
• Engage in process improvement activities and assessments within the Unit.
• Engage in local, regional, and when fiscally possible, national professional development opportunities to enhance knowledge relative to key duties.
• Continue to grow and advance in the position through participation in professional development opportunities.
• When available, assist with staffing university events (commencements, Founders Day, campus Open House, etc.)

Required Competencies

• Ability to manage and prioritize multiple, simultaneous projects/tasks to reach targets, staying on schedule and on budget.
• Strong organizational skills and attention to detail.
• Mature judgment and discretion in keeping sensitive information confidential.
• Ability to solve issues independently.
• Demonstrated interpersonal communication (written and verbal) skills with the ability to write and speak concisely, articulating thoughts clearly and professionally.
• Strong customer service skills particularly with individuals with cultural and language differences.
• Strong analytical and judgement/problem solving skills.
• Demonstrated leadership skills.
• Ability to identify inefficiencies and work to improve processes.
• Ability to effectively work with students of various ethnic and cultural backgrounds.
• Patience, professionalism, and a high level of sensitivity when advising students required.
• Intercultural competency.
• A non-judgmental, empathetic, and creative approach to working through challenges is a must.
• Ability to work collegially and collaboratively, have a positive attitude and be enthusiastic and self-motivated.
• Teamwork skills and ability to work cooperatively with others.

Minimum Requirements

• Associate degree and two years related work experience or four years related administrative experience.
• Proficient skills working with Microsoft Office (Excel, Outlook, Word, PowerPoint and TEAMS)
• Experience managing multiple projects.
• 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
• Experience with PowerBI
• Experience analyzing data to produce quantitative information to assist in decision-making.
• Experience with PeopleSoft.
• Knowledge of UND policies and procedures, such as travel, accounting and payroll.
• Two - four years directly related experience in an upper-level administrative office.
• Experience working in higher education, understanding of academic offices and processes within them