Administrative Assistant I

Salary/Position Classification

• $36,600+ annual, Non-Exempt (Eligible for overtime)
• 40 hours per week
• This position will work onsite the Grand Forks, ND campus.
• Grant funded position

Purpose of Position

The position supports all office functions involved in TRIO program operation with primary responsibilities to the Talent Search and Student Support Services programs. Duties include maintaining multiple databases and accounts with accuracy, timeliness, and efficiency; process paperwork essential to department operations; communicate and coordinate with individuals, schools, and agencies; research information, compose and edit a variety of documents; represent TRIO at events across campus; and support additional TRIO staff.

Duties & Responsibilities

• Enter and maintain data for student records in both digital and paper formats.
• Conduct regular review of records to ensure accuracy of data.
• Maintain strict confidentiality of participant records.
• Maintain multiple accounts and ledgers of program expenditures with accuracy, timeliness, and efficiency.
• This requires completing paperwork to initiate payment to vendors and reviewing monthly printouts for accuracy and reporting errors.
• Inform supervisor of current status of finances and budget projects, and print monthly department ledgers for review. 
• Process paperwork such as purchase orders, requests for payment, employment application and termination, payroll/personnel appointments and appointment revisions, travel reimbursements, food approvals, inter-departmental billings, key requests, and other university processes as required.
• Order, receive, and maintain supply inventory.
• Support general TRIO office functioning through participation in a variety of general office duties, assist walk-in students and other guests in the office, and serve as receptionist.
• Supervise and monitor student employees.
• Make appropriate referrals to program administrators and staff; communicate regularly with participating individuals, schools, and agencies by telephone, email, and in person.
• Coordinate activities such as campus tours, field trips, workshops, banquets, and publicity/information events.
• Schedule appointments and meetings using networked software.
• Make appropriate referrals.
• Arrange travel for program staff.
• Research information from community, state, and federal resources which is to be used in university, grant, and federal report writing as well as program assessment.
• Compose correspondence and brochures, edit materials for accuracy; assist in preparation of federal reports and grant proposals; record meeting minutes, and develop/format program newsletter.

Required Competencies

• Demonstrated skills using current office technologies, including Microsoft Office suite of products.
• Meticulous attention to detail and accuracy.
• Demonstration organizational abilities and commitment to relate positively to co-workers and program participants.
• Able to remain focused on task(s) with multiple interruptions.

Minimum Requirements

• High School Diploma or GED and 1 year of full-time administrative work experience.
• Experience with database management, Microsoft Word and 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

• Associate degree or two years of college coursework in business, office systems, or accounting.
• Experience working with a diverse population, including people from economically disadvantaged backgrounds and potential first-generation college students.
• Experience working in higher education setting.
• Desktop publishing.

To Apply

Submit application and cover letter by the application deadline.