Administrative Assistant II

Salary/Position Classification

• $40,300+ Annual, Dependent on Experience, Non-Exempt (Eligible for overtime)
• 40 hours per week
• This position will work onsite at UND Grand Forks, ND campus

Purpose of Position

The purpose of this position is to provide administrative support for the overall functions of the Office of Student Affairs & Admissions (SAA) in the School of Medicine & Health Sciences (SMHS).

Duties & Responsibilities

Provide Administrative Support for the Office of Student Affairs & Admission

• Provide high-level administrative and professional support to SAA to ensure efficient office operations
  
  • Provide troubleshooting assistance with email/calendar system and other software problems within the office
  • Maintain office supplies
  • Coordinate orders with Student Affairs Assistant for office equipment, supplies and kitchen items
  • Maintain office equipment including computers and printers
  • Operate standard office equipment
  • Provide excellent customer service to all SMHS visitors
  • Initiate, compose and produce clear and concise correspondence as required
  • Schedule and coordinate staff meeting and agenda
  • Take meeting minutes, draft, and distribute to staff, committee members, and others, as appropriate
  • Coordinate, manage and submit work orders to Facilities and act as the liaison with SMHS Facilities & Safety Coordinator
  • Assist with the development, creation, and distribution of forms, documents, and letters for use by the department
  • Support the development of PowerPoint presentations, Qualtrics surveys and related documents
  • Assist with ensuring the accuracy of Guardian Insurance list for student coverage
  • Assist with providing projects for student employees
  • Assist and maintain a process for notifying students annually of medical student policies
  • Ensure students have reviewed and acknowledged medical student policies annually, document completion of attestation, track students who are non-compliant with set deadlines and notify SAA Leadership
  • Maintain and file appropriate student records for policies
• Assist with SAA website updates and maintenance
  
  • Assist SAA Assistant to update SAA content
  • Assist with annual review
  • Assist updating content and coordinate updates with SAA staff
• Provide administrative support for the Community Engagement & Service Learning program
• Provide backup coverage for Administrative Assistant 

Records Coordinator

• Assist with Versatile for SAA Department Files management
• Serve as the SAA Records Coordinator, ensuring compliance with all SMHS Records & Information Management (RIM) policies and procedures
• Work with RIM Program personnel to develop and maintain the active and inactive filing systems for the department
• Scan or place SAA records into the imaging system
• Work in coordination with RIM and Associate Director of Student Affairs to proactively identify, troubleshoot, and resolve any issues
• Review and correct Event Day errors
• Ensure timely updates to medical student records for all status changes, including Leaves of Absence, name changes, class changes, withdrawals, and dismissals
• Keep files organized according to RIM policies and procedures to allow for easy accessibility and compliance with retention schedule
• Conduct annual records destruction in conjunction with the SMHS Records and Information Management Program
• Consult with and request services of the SMHS RIM personnel, as needed
• Organize and set up files; purge files; prepare files for storage
• Update reference materials
• Maintain contact information of students
• Complete requests for verification of medical education
• Follow the calendar for document verification, clean up, and quality assurance
• Work with Associate Director of Student Affairs to trouble-shoot problems and resolve issues.  

Plan and Coordinate Events and Projects for the Office of Student Affairs & Admissions Plan and Coordinate

• Plan and coordinate the development and implementation of events which promote program services and performance goals, from scheduling, logistics, ordering, marketing, and evaluation
• Maintain database of events; assist with assessment of events and the value to the students
• Create and maintain calendar of events and provide for SAA staff
• Ensure adequate staffing for events and schedule set-up and technical support
• Ensure all aspects of events are implemented and controlled according to department and institutional policies and procedures
• Coordinate events and/or requested services including identifying and reserving event space, determining catering needs, preparing printed materials for review, tracking various expenditures, ensuring fees are collected according to institutional policies, maintaining any necessary records, and completing required forms
• Submit Event Approval Request, and catering order forms, arrange for delivery or pick-up
• Submit orders for supplies needed for events
• For remote events/presentations, assists in coordinating the logistics of identifying and reserving rooms in Grand Forks, Bismarck, Fargo, and Minot and coordinate the technology and other requirements
• Assist with guest parking
• Compile materials for events, maintaining mailing lists for invitation distribution or other pertinent information
• Identify events and program needs in partnership with office staff
• Schedule, facilitate, and participate in event debriefing meetings 

Required Competencies

• Excellent interpersonal, verbal, and written communication skills
• Excellent customer service skills
• Ability to create and maintain positive relationships
• Ability to maintain a positive and friendly attitude
• Ability to create, edit, and disseminate clear and concise communications
• Ability to respond to a large volume of emails in a timely manner
• Ability to multitask and prioritize personal workload while meeting the needs of students, staff, and faculty
• Excellent time management skills
• Demonstrated proficiency with Microsoft Office software including Word, Excel, Outlook, and Access
• Ability to remain focused, detail-oriented, and accurate in a busy environment with frequent distractions
• Accountability for producing complete and accurate data
• Demonstrated ability to use problem-solving skills
• Fast and accurate keyboarding skills
• Ability to work independently, prioritize, and meet deadlines in a highly productive office
• Ability to accurately complete immediate tasks and goals while simultaneously working on long range projects
• Willingness to learn new software programs as required by the American Association of Medical Colleges (ERAS, FIRST, CiM, etc.).
• Ability to maintain and update various databases using multiple formats and platforms
• Ability to be self-directed and work both independently and as a collaborative member of a team and troubleshoot difficult situations
• Ability to relate to and assist medical school applicants, students, and others needing assistance
• Ability to work occasional evenings/weekends
• Willingness to acquire new knowledge and skills
• Demonstrated ability to work with and provide professional service, in a welcoming, understanding, and empathetic manner, to people from a variety of diverse social and economic backgrounds
• Must be able to maintain the highest levels of confidentiality of sensitive information in accordance with University and SAA policies and procedures
• Contribute to a positive workplace environment
• Ability to represent the organization in a professional manner
• Prefer knowledge of NDUS and UND policies and procedures
• Prefer knowledge of FERPA rules and regulations

Minimum Requirements

• High school diploma or GED
• Two years of post-secondary education or equivalent administrative 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

• Experience working in an academic setting.
• Experience working with medical students and/or medical residents.

To Apply

Complete online application and include a cover letter and resume.