Office Coordinator
University of North Dakota

Job Info

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Salary/Position Classification

• $40,000 - $42,000/year Annual, Dependent on Experience, Non-Exempt (Eligible for overtime)
• 40 hours per week
• 100% Remote Work Availability: No
• Hybrid Work Availability: No

Purpose of Position

The purpose of the position is to provide a high level of administrative secretarial support for the Office of the Dean, Vice President for Health Affairs/Dean, and Chief of Staff, This position interacts with students, faculty, community faculty, and departments within the SMHS, UND, NDUS, and government agencies.

Duties & Responsibilities

Administrative Assistance to the Office of the Dean - tasks involved in fulfilling the above duties/responsibilities include:

• Staff the front office, respond to questions and requests for information while acting as a liaison between the Dean's office and other departments
• Manage the Dean's Office phone lines, ensuring callers are assisted
• Schedule meetings, prepare agendas, take minutes, provide supporting documents, and ensure timely follow-up
• Maintain Dean's Office website
• Manage all School of Medicine and Health Sciences (SMHS) committee minutes on the website including tracking missing minutes.
• Call for department organizational charts annually
• Ensure bloodborne pathogen administrative training is completed annually
• Retrieve and distribute mail and publications
• Order office equipment, supplies, and kitchen items; attend trainings to keep up on skills;
• Ensure the P-Card monthly statements are processed and submitted timely; Ensure deadlines are met
• Maintain office equipment including computers, printers, etc.
• Conduct inventory including key, major, and minor; prepare inventory-related material and communicate with Facilities on purged items
• Assist in monitoring the completion of annual administrative evaluations for the Dean
• Serve as a resource to internal and external constituencies
• Track and process standard financial documents including travel through UND and the Foundation, including P-Card purchases
• Inform the VP/Dean, Senior Associate Dean, and Chief of Staff of any issues
• Transcribe and distribute dictation; prepare other correspondence
• Operate standard office equipment
• Track and maintain subscriptions, memberships, continuing medical education (CME) credits, medical licenses, Drug Enforcement Administration (DEA) license, Digital Measures, etc. for the Dean
• Make photocopies as needed; Serve as back-up for other staff as needed; Prepare and distribute mailings; Serve as back-up distributor of mail School-wide
• Pay invoices; Maintain recyclables for the Dean's Office; Call-in work orders
• Stay familiar with University and SMHS systems including PeopleSoft, Versatile, Jagger, etc.
• Track journal subscriptions and memberships

Events and Projects Tasks - tasks involved in fulfilling the above duties/responsibilities include:

• Assist with Dean's hours, including corresponding with the visiting professor, developing and coordinating itinerary, making lodging and airline reservations, ordering food, coordinating IT/AV, picking-up/dropping-off candidates; process all paperwork relating to the honorarium, airline tickets, hotels, etc.
• Plan and coordinate all facets of retreats, advisory meetings, and special events in conjunction with the Office of Alumni and Community Relations
• Serve as telephone and key counselor
• Assist at Commencement, White Coat, dedications, groundbreakings, and special events as needed.

Assistant to the Chief of Staff - Tasks involved in fulfilling the above duties/responsibilities include:

• Assist the Chief of Staff (COS) with the School's Committee Nomination Process (create ballot, manage changes, provide consistent follow-up, take minutes, strategize for future needs)
• Schedule all meetings as requested by the COS
• Manage the calendar of the COS
• Manage all projects as assigned by the COS
• Anticipate the needs of the COS

Information Management - Tasks involved in fulfilling the above duties/responsibilities:

• Maintain and manage the records management system for the Dean's Office, both hard copy and electronic
• Follow guidelines established by the Office of Records and Information Management for the creation, retention, and destruction of records
• Serve as department contact and access point for the University of North Dakota Alumni Association and Foundation database

Required Competencies

• Prefer knowledge of UND and SMHS administrative, travel, accounting, purchasing, human resource, and affirmative action policies, forms and procedures
• Maintain confidentiality
• Be responsible for meeting deadlines
• Ability to multi-task and prioritize assignments to consistently provide timely and accurate data and information.
• Excellent interpersonal, verbal, and written communication skills
• Ability to prioritize and organize work assignments for self and others; ability to work with diverse groups to accomplish the mission of the Office of the Dean and SMHS

Minimum Requirements

• Associate's Degree or 3 years of administrative/office experience
• Three years of experience working in an office setting
• Experience with Word, Excel, Access, PowerPoint, and Outlook Calendar.
• Satisfactory 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

• Knowledge of and experience with Perceptive Content software
• Experience assisting with special events coordination
  
  

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