Administrative Assistant II

Salary/Position Classification

• $33,538 for a 10-month staff appointment, working August 1 through May 31, with June and July off. Additional summer hours may be available, with flexible scheduling and additional compensation. This position is non-exempt (eligible for overtime).
• 40 hours per week
• This position will work onsite the Grand Forks, ND campus.

Purpose of Position

Serve as assistant to the department chairperson in the department of Geography. Provide support to faculty and students is the mission of the departments by performing essential administrative support, financial, and other routine functions that enable the faculty and chairperson to focus on their primary functions. This position reports directly to the department chairperson, and indirectly to faculty, managing day-to-day operations of the department office.

Duties & Responsibilities

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 process
• Manage department communications and serve as a central point of contact
• Coordinate course scheduling with the Registrar's Office
• Support awards and scholarship processes

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)

Academic Support

• Assist with coordination/collection/maintenance of student and department assessment data
• 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

Special Events; Travel Coordination

• Coordinate special events on and off-campus
• Work with faculty hosts to arrange guest travel, hotel accommodations, and visit itineraries
• Work with UND's Marketing & Communication Services for creation of posters or signs for events

Required Competencies

• Demonstrate excellent interpersonal and organization skills and ability to work in a detail-oriented atmosphere.
• Demonstrate ability to interact in a positive and effective manner with faculty, students and the public while maintaining professionalism and confidentiality.
• Demonstrate problem-solving skills.
• Demonstrate ability to multi-task and function with a high degree of accuracy.
• Demonstrate ability to work individually as well as part of a team.
• Work to maintain positive environment.

Minimum Requirements

• High school diploma or GED
• 1 year of related work experience.
• Competency with Microsoft Word, Excel, and Outlook.
• 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
• Three years related work experience.
• Experience in an academic setting.
• Experience with UND payroll processes.
• Experience using PeopleSoft HCM, Finance, and Campus Solutions.
• Experience with financial tracking.
• Experience with update of websites; particularly using Omni update.
• Experience with UND policies and procedures.

To Apply

Please complete cover letter and resume by application closing date.