Administrative Secretary
University of North Dakota

Job Info

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Salary/Position Classification

• $37,000+ dependent on experience.
• Non-Exempt (Eligible for Overtime) annual, 40 hours per week
• 100% Remote Work Availability: No
• Hybrid Work Availability: No

As the Administrative Secretary, you'll be responsible for providing comprehensive administrative support to the Office of Student Affairs & Admissions. From managing calendars and coordinating meetings to processing paperwork and maintaining records, your organizational skills and attention to detail will be instrumental in ensuring efficiency and accuracy across all administrative tasks.

Your role will extend beyond administrative duties, as you'll play a crucial part in creating a welcoming and inclusive environment for our diverse student population. You'll be the friendly face that greets students, answering inquiries, and providing guidance on various processes and procedures. Your exceptional communication skills and ability to multitask will be invaluable in addressing student concerns promptly and professionally.

Additional duties Include (but are not limited to):

Provide Administrative Support for the Office of Student Affairs & Admissions Student Services:

• Develop and maintain the process for students requesting excused absences.
• Provide administrative support to the student groups, calendar updates, general correspondence and notifications, safety forms, tracking and data compilation.
• Review and verify VSAS applications for our medical students.
• Provide administrative and professional support to the Office of Student Affairs & Admissions to ensure efficient office operations.
• Assist in data gathering and collation for annual, semi-annual, and ad hoc reports. And maintain accurate and complete database and/or spreadsheets
• Maintain schedules and make appointments; answer phones; make travel arrangements for staff including registrations, room, car, and airline reservations; schedule meetings and coordinate logistics.
• Assist with designing and maintaining Current Students, Financial Aid, ACHIEVE, and Forms sections of SAA website.
• Assist with website design, content, revisions and upgrades with SAA personnel
• Provide administrative support for SAA departmental policies and procedures.
• Assist communicating with potential applicants, applicants and matriculants to UNDSMHS via letter, email, or phone. a. Answer questions from applicants and family about the admissions process.

Assist with Coordinating Events for the Office of Student Affairs & Admissions Assist in:

• The development and implementation of events which promote program services and performance goals, from scheduling, logistics, marketing, and evaluation.
• Maintaining database of events\s and controlled according to department and institutional policies and procedures.
• Ensuring adequate staffing for events and schedule set-up and technical support
• Ensuring all aspects of events are implemented and controlled according to department and institutional policies and procedures.
• The coordination of events and/or requested services including identifying and reserving event space, determining catering needs, preparing printed materials for review, tracking various expenditures, ensuring fees are collected according to institutional policies, maintaining any necessary records, and completing required forms.
• For remote events/presentations, assists in coordinating the logistics of identifying and reserving rooms in Grand Forks, Bismarck, Fargo, and Minot and coordinate the technology and other requirements.
• Compiling materials for events, maintaining mailing lists for invitation distribution or other pertinent information. 8. Identifying events and program needs in partnership with office staff.

Required Competencies

• Excellent interpersonal, verbal, and written communication skills
• Excellent customer service skills
• Ability to create and maintain positive relationships
• Ability to maintain a positive and friendly attitude
• Ability to create, edit, and disseminate clear and concise communications
• Ability to respond to a large volume of emails in a timely manner
• Ability to multitask and prioritize personal workload while meeting the needs of students, staff, and faculty
• Excellent time management skills
• Demonstrated proficiency with Microsoft Office software including Word, Excel, Outlook, and Access
• Ability to remain focused, detail-oriented, and accurate in a busy environment with frequent distractions
• Accountability for producing complete and accurate data
• Demonstrated ability to use problem-solving skills
• Fast and accurate keyboarding skills
• Ability to work independently, prioritize, and meet deadlines in a highly productive office
• Ability to accurately complete immediate tasks and goals while simultaneously working on long range projects
• Willingness to learn new software programs as required by the American Association of Medical Colleges (ERAS, FIRST, CiM, etc.)
• Ability to maintain and update various databases using multiple formats and platforms
• Ability to be self-directed and work both independently and as a collaborative member of a team and troubleshoot difficult situations
• Ability to relate to and assist medical school applicants, students, and others needing assistance
• Ability to work occasional evenings/weekends
• Willingness to acquire new knowledge and skills
• Demonstrated ability to work with and provide professional service, in a welcoming, understanding, and empathetic manner, to people from a variety of diverse social and economic backgrounds
• Must be able to maintain the highest levels of confidentiality of sensitive information in accordance with University and SAA policies and procedures
• Contribute to a positive workplace environment
• Ability to represent the organization in a professional manner
• Prefer knowledge of NDUS and UND policies and procedures
• Prefer knowledge of FERPA rules and regulations

Minimum Requirements

• Two years of postsecondary education or equivalent administrative 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

• Experience in an academic setting
• Experience working with medical students and/or medical residents

To apply, please submit your resume and a cover letter highlighting your relevant experience and qualifications

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