Administrative Assistant II

Salary/Position Classification

• 40,300+ annual, Non-Exempt (Eligible for overtime)
• 40 hours per week
• This position will work onsite the Grand Forks, ND campus.

Purpose of Position

Provide crucial administrative support to the department chair by managing day-to-day activities in the Mathematics & Statistics Department office. This includes, but is not limited to, management of faculty and student records, management and maintenance office computer systems, management of office and classroom space, correspondence preparation, solving student and faculty problems that may arise, and assisting the chair with any other tasks needed to keep the department and department office running smoothly and efficiently.

Administrative support to the department chair and graduate director; assistance and support for faculty members; office management; and supervision of student employee(s).

Administrative Support (Chair/Director)

• Track and ensure department, college, and university deadlines are met
• Provide the chair with timely, accurate information on priorities, issues, and events
• Serve as liaison with Shared Service Center (SSC) for budget monitoring and reconciliation
• Prepare reports, correspondence, and contracts (e.g., instructional and summer appointments)
• Coordinate faculty search logistics and support evaluation processes
• Manage department communications and serve as a central point of contact
• Coordinate course scheduling with the Registrar’s Office
• Support awards and scholarship processes
• Serve as Building Safety & Security Representative (BSSR)
• Provide general administrative support to chair and graduate director

Graduate Program Administration

• Prepare and manage graduate assistant contracts and payroll actions
• Coordinate tuition waivers and ensure compliance with deadlines and policies
• Maintain graduate student records and files (confidential)
• Distribute information to prospective students

Office Management & Supervision

• Oversee daily office operations, including front desk support and communications
• Hire, train, and supervise student and temporary staff; assign and monitor workload
• Maintain office security, supplies, records, and retention compliance
• Manage room scheduling, mail distribution, and departmental systems (e.g., Scholarship Central, SELFI)
• Serve as liaison to campus offices and external partners

Financial & Grant Support

• Initiate and track purchases, reimbursements, and budget activity
• Monitor and maintain accurate financial records across all funding sources
• Serve as department contact with SSC and provide guidance on financial processes
• Support faculty with grant budgets, applications, and expenditure tracking
• Manage P-Card, Marketplace, and related financial systems

Payroll & Recruitment

• Coordinate hiring, onboarding, and payroll actions with SSC
• Manage payroll processes, approvals, and funding allocations
• Recruit, hire, and supervise student employees; manage job postings and applications
• Maintain accurate records for student employment and funding sources
• Serve as department contact for payroll and HR systems (PeopleSoft HCM)

General Office & Event Coordination

• Provide professional front-line service to all constituents
• Coordinate meetings, events, travel, and special arrangements
• Manage key inventory, equipment, and repair requests
• Support departmental communications, website updates, and social media
• Participate in departmental activities and professional development

Academic Support

• Coordinate prospective student visits and support enrollment processes
• Assist with registration, overrides, and student record updates
• Liaise with Registrar’s Office and campus advisors
• Maintain course records, syllabi, and grade archives
• Monitor enrollment, prerequisites, and course scheduling
• Support textbook ordering and course logistics

Required Competencies

• Strong verbal and written communication skills
• Exhibit work habits reflecting reliability, organizational skills and a high degree of accuracy.
• Ability to effectively communicate with a diverse group of people while maintaining professionalism, confidentiality and a positive and helpful attitude.
• Ability to work independently as well as part of a team.
• Ability to problem solve.

Minimum Requirements

• High School Diploma or GED equivalent
• 1 year of related work experience
• Competency with Microsoft Outlook, 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

• Associates Degree
• 3 years of related work experience
• Work experience in an academic setting
• Experience with UND payroll process
• Experience with PeopleSoft HRMS, Finance, and Campus Connection modules
• Experience with financial tracking
• Knowledge of UND’s policies and procedures

To Apply

Please submit application and cover letter by the application deadline.