Administrative and Operations Specialist - Internal Only

This position is open to internal candidates only.  External candidates will not be reviewed or considered.

Salary/Position Classification

• $58,800 to $65,500 + Dependent on Experience, Annual, Exempt
• 40 hours per week
• 100% Remote Work Availability: No
• Hybrid Work Availability (requires some time on campus): Yes

Purpose of Position

UND’s Associate VP for Finance has an opportunity for a highly organized, results-focused Administrative and Operations Specialist to join their team.  This role is pivotal in managing the daily operations of the central finance unit, process improvement initiatives, strategic planning, triaging daily issues and providing clear communication and information to the UND community and external partners.

Duties & Responsibilities

• This position requires in-office presence and does not support fully remote work.
• Manage complex, high-volume calendar, communications, meetings, travel, records, and confidential information for the Associate Vice President for Finance (AVPF).
• Triage and prioritize inquiries, resolve conflicts, and independently direct workflow and delegation.
• Serve on the leadership team to help set and prioritize strategic goals and initiatives.
• Represent and prepare for the AVPF in meetings, including speaking on their behalf when needed.
• Research and analyze complex information; coordinate data collection for reports and projects.
• Draft, edit, and finalize high-level correspondence, reports, and official documents.
• Act as project manager for major AVPF initiatives and advise on risks impacting operations or compliance.
• Serve on campus-wide Policy Advisory Group (PAG) responsible for reviewing proposed and revised campus-wide policies, evaluating and communicating impacts to AVPF units.
• Using comprehensive knowledge, manage the AVPF unit policy review process and coordinate the review of policies with respective policy owners and stakeholders, assisting with creation/editing of unit policies and procedures.
• Lead the daily operations of AVPF units including the Bronson Center hybrid space scheduling system.
• Using superior communication skills, lead and/or assist with writing/editing department-wide communication to campus and oversight of content on unit webpages.
• Manage the full UND recruitment lifecycle with a strong understanding of institutional policies—oversee position creation through hire, ensure compliance and consistency, and develop clear, effective job ads and position descriptions.
• Coordinate end-to-end candidate engagement and onboarding—handle interview logistics and travel, adapt to changing needs, and ensure new hires are fully set up (access, technology, and readiness) for a seamless first day.
• Supervise staff and oversee employee engagement/recognition, safety, building management, and special projects, including events and emergency planning.  Lead the annual Continuity of Operations Planning and Building Emergency Action Plan for the central finance unit.

Required Competencies

• Demonstrated ability to communicate effectively, positively and with diplomacy.
• Exceptional organizational skills and able to work in a detail-oriented atmosphere.
• Comfortable working in time-sensitive and rapidly evolving situations.
• Deadline driven.
• Proven problem-solving skills.
• Ability to thrive in a challenging and collaborative work environment.
• Must be detail-oriented, flexible, and adaptable to changes.
• Multitask and understand how to prioritize tasks based on importance vs. immediacy.
• Committed to job flexibility and continuous learning.
• Be accountable, professional, and engaged.
• Communicate and listen effectively to customers and colleagues.
• Communicate and obtain confidential information; exercise considerable discretion and judgment on a regular basis.
• Positive and adaptable attitude, with a high degree of professionalism, diplomacy, and customer service.
• Resourceful and independent thinker.
• Self-starter, intellectually curious, and active learner; ability to take initiative and find solutions
• Ability to communicate effectively, positively, and with diplomacy with students, faculty, staff and the general public.
• Demonstrated impeccable attention to detail and follow-through, ability to follow directions, highly organized, able to juggle multiple priorities in a fast-paced deadline-oriented environment.
• Excellent verbal, written, and interpersonal skills.
• Demonstrated excellent verbal, written, and interpersonal skills, including knowledge of grammar, and experience with writing content development and editing correspondence and documents.
• Demonstrated ability to handle competing priorities and short deadlines.
• Exceptional organizational skills and able to work in a detail-oriented atmosphere.

Minimum Requirements

• Bachelor’s degree or Associate's Degree + three years of directly related work experience.
• Six years of progressively responsible work experience.
• One year of supervisory experience or human resources experience.
• Proven computer software experience (MS Office: Word, Excel, etc.).
• Demonstrated customer service experience.
• 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

• Demonstrated process improvement experience.
• Experience working with project management software such as Planner, Wrike, etc.
• Familiarity with records management/retention.
• Higher Education experience.
• Experience working with PeopleSoft modules.
• Experience with NDUS and UND policies and procedures.
• Experience in upper-level administrative support functions.