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 support the daily administrative operations of the Department of Biomedical Sciences, by providing support to the department Chair, and provide general support and assistance to departmental faculty and staff.

Duties & Responsibilities

Support the Daily Administrative Operations of the Biomedical Sciences Department

• Serve as an initial point of contact for the Biomedical Sciences Department and for prospective and incoming graduate students. Assist the department Director of Graduate Admissions by responding to generic questions and coordinating meetings
• Act in a resource capacity for Biomedical Science faculty, staff, and students
• Maintain and coordinate the schedule for the Chair for all activities; manage master Outlook calendar
• Plan and schedule meetings, prepare agendas, record and disseminate minutes, and provide timely follow up for department CPT, staff, and faculty meetings
• Act as Chair's office representative for department Committee on Promotion and Tenure (CPT) requirements
• Maintain current Faculty, Postdoc, Graduate Student, and staff email listservs
• Work with SMHS's graphic designers to update annual brochure
• Serve as a backup with UND Marketplace/Jaggaer purchasing for the department
• Primary contact for department travel arrangements
• Serve as backup for Faculty, Staff, Student reimbursements
• Assist department chair with annual letters for department faculty
• Design, build, and maintain the Biomedical Sciences webpages using Modern Campus Omni CMS
• Regularly update/ forward federal grant opportunities to the department
• Advertise department accomplishments on the website and with SMHS Alumni and Community Relations
• Schedule meeting rooms for lab/committee meetings and as a backup for classes
• Coordinate and advertise department-sponsored seminars. These include invited speakers and internal speakers, including securing the room, ordering food, advertising, set-up, speaker contracts, event forms, etc.
• Plan and coordinate itinerary and travel for visiting department speakers and faculty recruits, including securing location, marketing, arranging travel and lodging for the candidate, etc.
• Assist the department Finance Specialist with projects (i.e., analyzing data) as well as other administrative support functions to the department chair.
• Assist faculty, staff, and students draft, edit, duplicate and disseminate/process correspondence, reports, presentations and proposals
• Check the mailroom daily for department mail
• Update SMHS events calendar with BMS events

Special Projects and Events

• Plan and coordinate all facets of retreats and special events for the Biomedical Science department in conjunction with the Chair, Dean's Office, and SMHS Office of Alumni & Community Relations staff

Required Competencies

• Demonstrated familiarity with MS Office (Word, Excel, PowerPoint), Adobe Pro
• Familiarity with University departments and operations
• Strong written communication skills
• Strong critical thinking and problem-solving skills
• Ability to create/revise plans and procedures as necessary.
• Excellent organizational skills, self-starter, good collaborative demeanor
• Willingness to learn new software

Minimum Requirements

• HS diploma or GED
• Related office 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

• Minimum of two years’ related office experience
• Experience/interest in data collection and analysis
• Experience with creating and maintaining mailing lists, databases, and other computer applications
• Experience with scheduling complicated internal/external meetings, conferences, workshops, etc.
• Experience with web-based software applications

To Apply

• Submit cover letter, resume, and contact information for three references.