Administrative Assistant II - Internal Only

This position is open to internal candidates only. External candidates will not be reviewed or considered.

Salary/Position Classification

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

Purpose of Position

The Building Manager/Administrative Assistant supports the effective operation of the department by providing facility management, administrative coordination, and financial support. This role ensures that departmental operations, facilities, and resources function efficiently to support faculty, staff, students, and visitors for Education Northwest and the University Children’s Learning Center.

Duties & Responsibilities

Facility & Safety Management for Education NW and University Children's Learning Center

• Manage building access, including electronic device access, key requests, and key inventories.
• Serve as Building Safety and Security Representative and coordinate building safety procedures.
• Maintain and update inventory records and assist Chief Business Officer (CBO) with major and minor inventory reporting.
• Oversee building maintenance and renovation projects by submitting and tracking work orders.
• Coordinate surplus submissions for equipment and materials.
• Serve as the department’s telephone counselor and maintain telecommunications resources.
• Assist with office relocations and space management within the building.
• Schedule events and building use within Education NW.
• Supervise student employees assigned to academic programs or departmental support roles.
• Serve as a resource regarding the transition and management of Garden projects on Education NW property. 

Administrative Support – Academic Programs Provide front-facing administrative and operational support to ensure efficient operations.

• Serve as primary point of contact for the academic programs, answering phones and greeting visitors, students, faculty, and staff. 
• Provide onboarding assistance for new academic program employees.
• Provide a welcoming and professional environment for all visitors and partners.
• Serve as an information resource by directing inquiries and connecting individuals to appropriate faculty or staff.
• Support program accreditation activities as assigned.
• Maintain contact lists, directories, and communication materials.
• Train new personnel on telephone systems and departmental communication procedures.
• Assist faculty with textbook ordering through the University purchasing system, publishers, or Pcard as appropriate.
• Coordination collection and management of textbooks from Graduate Teaching Assistants at the end of each term.
• Provide program-specific administrative support.
• Ensure program areas and committees submit updates for reporting in Briefing and Teams platforms.
• Perform general office and administrative duties as needed. Responsibilities include for University Children's Center
• BEEP emergency plan
• Run drills, fire, tornadoes, lock down
• Organize surplus
• Re-shelf books in the library
• Fix broken books in the library
• Assist Director with filing
• Scan UCLC files in to perceptive
• Complete Incident/injury reports
• Billing Provide financial and procurement support for programs located in Education NW in compliance with UND and NDUS policies and procedures.
• Maintain and manage a University Purchasing Card (Pcard).
• Ensure purchases comply with university procurement policies and coordinate with UND Procurement when needed.
• Track Pcard purchases and funding allocations in the departmental tracker.
• Process monthly Pcard reconciliations in accordance with university procedures.
• Serve as expert on the UND Marketplace procurement system and liaison to Procurement and Payment Services (PPS).
• Guide faculty and staff on appropriate purchasing methods including Marketplace orders and Pcard use.
• Assist with sourcing new items and services and coordinating supplier setup when needed.
• Monitor open purchase orders and coordinate with suppliers and university offices to ensure timely delivery of goods and services. Handle supplier communication and resolve purchasing issues when necessary.
• Submit and manage Non-Standard IT Requests for software, technology, and subscriptions.
• Coordinate required documentation for IT requests including VPAT, HECVAT, and Terms & Conditions approvals.
• Work with UND Legal and Procurement to obtain approvals prior to purchase when required.

Payment and Reporting

• Monitor Marketplace orders to ensure proper receipt and payment.
• Respond to Procurement and Payment Services inquiries regarding purchases or transactions.
• Maintain accurate inventory records for both minor and major equipment purchases.
• Maintain procedure manual documenting processes related to purchasing, payments, and departmental administrative support. Essential 

Required Competencies

• Strong communication skills (written and oral)
• Strong attention to detail skills
• Excellent organizational and prioritization skills
• Ability to multi-task and manage complex administrative processes
• Demonstrated leadership and problem-solving skills
• Ability to solve issues independently
• Ability to work collaboratively across all institutional lines
• The demonstrated ability to communicate effectively with a diverse community of students, faculty, staff with tact and diplomacy

Minimum Requirements

• High school diploma or GED equivalent
• One year of customer service experience
• Proficient with Microsoft Office, including Word, Outlook, 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 or Bachelors degree
• 5 years of experience in an academic, business or related setting
• Experience with PeopleSoft (Campus Connection), Perceptive Content, Qualtrics, and Civitas