Administrative Assistant II

Salary/Position Classification

• $42,800+ 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 administrative assistant II position is essential to support our mission, faculty, staff, and students in the Pathology Department. This position is fundamental in performing day-to-day office responsibilities, ordering supplies, assisting in the recruitment process, and serving as administrative support for the Forensics program.

Duties & Responsibilities

Provide administrative office support

• Serve as receptionist for the department. Answer phone calls and assist faculty, administrators and others by problem solving to answer questions and/or refer to appropriate person/department
• Retrieve and distribute mail and other correspondence 
• Coordinate and collect data for annual or periodic reports for departmental reporting
• Provide administrative support for pathology faculty, staff, and others  
• Make travel arrangements  
• Input journal entries and journal vouchers
• All aspects of ordering supplies to include but not limited to paying invoices, preparing purchase orders, receipting orders, and distribution of supplies
• Order name tags, nameplates, and business cards
• Process departmental deposits
• Coordinate and manage departmental events
• Submit and follow up on work orders and project requests
• Run and submit monthly Pcard statement
• Scheduling of microscopes maintenance and servicing
• Interface with IT for computer and other IT issues
• Responsible for department inventory log 

Serve as Asset & Access Management Coordinator, and Telephone Counselor Asset Management Coordinator:

• Monitor and track all major and minor inventory purchases
• Complete annual inventory process for UND Asset Management guidelines, disseminate information as required
• Prepare and maintain minor inventory spreadsheet  
• Attend all training sessions as necessary Telephone Counselor:
  • Communicate with UND Telecommunications for phone orders, hookups, phone relocations, and other telecommunications business
  • Train departmental users on existing and new telephone features
  • Troubleshoot issues when necessary
• Attend all training sessions as necessary Access Management:
  • Request keys and door access
  • Conduct annual key inventory 

Faculty and Staff Recruitment and Payroll Support

• Run required payroll reports each pay period to confirm accuracy of funding source(s)
• Monitor and approve time sheets for students and summer research program
• Assist the Accountant/Office Manager in the hiring, maintaining, and processing of HR-related paperwork for Pathology employees   

Administrative Support for Forensics Program

• Prepare and disseminate monthly Forensic billing, process accounts receivable charges, and reporting as necessary
• Process deposits as needed
• Ensure all Forensic contracts are current and assist in contract preparation  

Competency:

• Work as a team member to promote the success of the department of Pathology
• Support the workplace culture of the department, School, and University by demonstrating professional conduct and values expected of all UND employees
• Represent UND in a professional manner at all times by providing excellent communication and customer service
• Prioritize work with attention to deadlines; assure deadlines are met  

Required Competencies

• Ability to multitask and prioritize assignments to consistently provide timely and accurate data and information for the department
• Ability to be self-directed and work both independently and as a member of a team
• Demonstrated excellent interpersonal, verbal and written communication skills
• Proficiency with Microsoft Office software including Word, Excel, and Outlook
• Strong oral and written communication skills
• Exhibited 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
• Prefer knowledge of NDUS/UND policies and procedures, particularly accounting, purchasing, HR/payroll, records management, and grants & contracts

Minimum Requirements

• HS diploma/GED
• Four years of related administrative support experience
• Experience with standard MS Office software applications
• 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’s degree in business administration or related field
• Work experience in medical or academic setting

To Apply

Submit online application and include a cover letter and resume