Administrative Assistant

Salary/Position Classification

• $45,000-$47,000 Annual, Dependent on Experience, Non-Exempt (Eligible for overtime)
• 40 hours per week
• 100% Remote Work Availability: No
• Hybrid Work Availability (requires some time on campus): Yes

Purpose of Position

Under the supervision of the Public Health Program Assistant Director and in coordination with the Public Health Program Coordinator, Public Health faculty and Program Director, this position provides administrative assistance support to the Public Health Program, faculty, staff and students. This position also provides the first point of contact for all faculty, students, staff and public.

Duties & Responsibilities

Provide administrative assistance to the Public Health Program faculty, staff and students

• Answer phones, greet guests, draft correspondence, direct phone calls, retrieve mail, etc.
• Assist with collecting information and maintaining databases.
• Maintain current and working knowledge of UND, NDUS and SMHS policies and procedures
• Act as first point of contact for technology trouble-shooting issues
• Manage department inventory (major, minor and key) and reporting to asset management
• Maintain all records for program including faculty files, all electronic records, all MPH affiliation agreements and all other records as appropriate
• Coordinate faculty evaluations and promotions for Population Health Committee on Promotion and Tenure including gathering appropriate faculty materials, disseminating materials and scheduling meetings
• Plan meetings as directed, including preparing agendas, taking minutes and providing consistent follow-up
• Assist with creation of presentations and reports

Coordinate budgets and human resources

• Assist with budget coordination
• Administer human resources forms and processes
• Process purchasing through Jaggaer
• Plan and coordinate travel for faculty, including expense reporting and all other vouchers

Provide post-award support to faculty for grant and financial management

• Assist in preparation of grant proposals, as needed
• Coordinate and monitor Public Health Program faculty grants post-award, including student hires and payroll paperwork

Provide administrative assistance to the Director

• Plan meetings as directed; including preparing agendas, taking minutes and providing consistent follow-up
• Assist Director with developing and maintaining external relationships; act as a liaison to NDSU, Graduate School, Registrar’s Office, etc.
• Maintain Program Director’s calendar
• Ensures timely and accurate follow-up on all projects and appointments.
• Assists with creation of presentations, reports, etc.

Special projects and Accreditation

• Assist with accreditation duties including organizing teams, collecting data and assisting with drafting documents under the direction of the Assistant Director
• Coordinate all department special and alumni events in conjunction with the Assistant Director and the Office of Alumni and Community Relations

Required Competencies

• Ability to work effectively in a team environment
• Exhibit excellent interpersonal skills
• Exhibit strong written and oral communication skills
• Ability to multitask, working on numerous projects simultaneously while meeting required completion deadlines
• Ability to examine and complete documents with accuracy
• Willingness to participate in training opportunities

Minimum Requirements

• Associate’s degree
• Two years of experience working in an office
• Experience with Microsoft Excel, Word, PowerPoint, 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

• Bachelor’s degree in business or related
• Three or more years of experience working in an office
• Experience working in higher education
• Experience and knowledge of UND’s policies and procedures
• Experience and knowledge of Peoplesoft (HRMS, Finance and Campus Connection)

To Apply

Complete online application and include resume, cover letter and three references.