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Administrative Assistant

  • 497197
  • Grand Forks, North Dakota, United States
  • Earth System Science & Policy
  • Office/Clerical Support
  • Full-time Staff
  • Closing on: Oct 16 2025
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Salary/Position Classification

  • $41,100+ annual, Non-Exempt (Eligible for overtime)
  • 40 hours per week
  • This position will work onsite.

Purpose of Position

Assist the chair and faculty with the operations and management of the department by providing administrative support for the department.

Duties & Responsibilities

Administrative Duties

  • Serve as first point of contact for department - answering phones, greeting visitors, students, faculty and staff
  • Schedule faculty, classes, and classrooms; manage advisor assignments
  • Handle purchasing card operations, supply orders, and expense reconciliation
  • Maintain equipment inventory, library, and office supplies
  • Support faculty and student office needs, distribute mail
  • Coordinate events, catering, and visitor approvals
  • Assist with IT support coordination for classes and defenses
  • Support ESSP student recruitment, departmental displays, newsletters, and social media
  • Help organize department events like Aerospace Community Day and ESSP Picnic

Accounting Duties 

  • Serve as primary procurement liaison with UND Marketplace and Aerospace Fiscal Affairs
  • Monitor purchase orders, process payments through Jaggaer system
  • Handle journal vouchers and reconciliation reports
  • Maintain and reconcile UND Purchasing card (Pcard) with monthly reporting
  • Assist faculty with grant requests, tracking, and payment processing
  • Coordinate travel authorizations, expenses, and reimbursements for faculty, staff, students, and visitors
  • Submit work orders and repair requests for buildings and equipment

Payroll Processing/HR Duties 

  • Process all payroll paperwork including hires, position changes, terminations, and graduate assistantships through AIMS system
  • Create contracts and letters of understanding for new hires, summer salary, and overloads
  • Coordinate recruitment using PageUp system for student and temporary positions
  • Manage background checks, hiring timelines, and communication with candidates
  • Generate hourly reporting forms and assist with timesheet management
  • Support onboarding for new faculty, staff, and students including procedures, keys, access, and training
  • Supervise clerical and work-study assistants

Required Competencies

  • Strong written and oral communication skills.
  • Strong organizational and time-management skills.
  • Good attention to details.
  • Good attitude and work ethic.

Minimum Requirements

  • High school diploma or GED.
  • 2 years experience working in an office environment.
  • Experience with Microsoft Office, including Outlook, Word, Excel.
  • 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

  • Associates Degree in related field.
  • Experience with UND policies and procedures.
  • Experience with HCM, Jaegger,Peoplesoft, and/or PageUp.
  • Supervisory Experience.
  • Experience working with students from diverse backgrounds.

To Apply

Submit resume and cover letter by closing date of the position.

Please note, all employment postings close at 11:55pm CST.

Apply Now

Position Benefits

Benefits include single or family health care coverage (UND pays the full premium), life insurance, employee assistance program, retirement plans with generous employer contributions, annual & sick leave in addition to 10 paid holidays.

Optional benefits include supplemental life, dental, vision, flexible spending account, supplemental retirement plans.

UND also offers an employee tuition waiver and a variety of professional development opportunities.

Find out more about UND's great benefits and perks here!

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Thank you for your interest in applying to the University of North Dakota

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Thank you!

Additional Information

Find out why Grand Forks is Cooler.

All information listed in this position announcement will be used by Human Resources, the Hiring Department, and EO/Title IX for screening, interviewing and selection purposes.

Need help?

Please email the Human Resources Department at UND.humanresources@UND.edu or contact us by phone at 701.777.4226. If you anticipate needing any type of accommodation to participate in any portion of the University's employment process, including completion of the online application process, please contact our office in advance of your participation or visit. 

Veteran’s Preference

Veterans claiming preference must submit all proof of eligibility by the closing date. Proof of eligibility includes a DD-214 or a copy of NGB 22 from National Guard or Reserve (with a unit located in ND) or certification from the applicant's unit command that the individual is expected to be discharged or released from active duty in the uniformed services under other than dishonorable conditions not later than one hundred twenty days after the date of the submission of the certification. If claiming disabled veteran status, proof of eligibility includes a DD-214 and a current letter of disability dated within the past year.

Confidentiality of Application Materials

Pursuant to NDCC 44-04-18.27, applications and any records related to the applications that identify an applicant are confidential, except records related to the finalists of the position, which are open to the public after the search committee has identified the top three or more finalists who will be invited to campus.

EEO Statement

The University of North Dakota is an equal opportunity employer (veteran/disability). All qualified applicants will receive consideration for employment without regard to race, color, age, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or other protected characteristic. Veterans and individuals with disabilities are encouraged to apply. 

Clery Statement

In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the University of North Dakota publishes an Annual Security and Fire Safety Report. The report includes the university’s policies, procedures, and programs concerning safety and security, as well as three years of crime statistics for our campus. As a prospective employee, you are entitled to a copy of this report. The report and statistical data can be found online at UND.edu. You may also request a paper copy of the report from the UND Police Department located at 3851 Campus Road, Grand Forks, ND, 58202.