Administrative Secretary
University of North Dakota

Job Info

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Salary/Position Classification

• $37,000+ 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): No

Purpose of Position

Administrative support to the department chair, director of the Forensic Science program, and graduate director(s); assistance and support for faculty members; office management; and supervision of student employee(s).

This position exists to handle the day-to-day functions within an academic department.

Duties & Responsibilities

ASSISTANT TO DEPARTMENT CHAIR AND DIRECTORS/COORDINATORS

• Keep track of department, college, and university deadlines that relate to the Department of Criminal Justice and help assure they are met.
• Assist chair and program director with current, prioritized, and accurate information on events, problems, and unit/program issues.
• Serve as liaison with the Shared Service Center (SSC) for up-to-date budget information - working with chair and program director to reconcile discrepancies and monitor expenditures.
• Assist with report completion by compiling and preparing information for various reports, including those for the University.
• Accurately prepare correspondence and forms as directed, including Letters of Understanding/Contracts for instruction and summer appointments as directed.
• Assist chair, program director, and faculty search committees by making interview arrangements for airfare, lodging, & dinner reservations.
• Support the department evaluation process by providing information and access to appropriate forms.
• Distribute email and general communications to department personnel. Maintain central record of communications. Serve as a central point for questions of department personnel.
• Coordinate awards/scholarship process by arranging for award payment, preparing certificates and letters as needed.
• Assist with visitor arrangements and preparation of itineraries.
• Assist with course schedules (working with the Registrar's office for times and classrooms).
• Generate correspondence and forms for department chair's approval and signature.
• Communicate with the chair and program director about duties listed in other areas (e.g., finances, procurement, etc.).
• Assist graduate director(s), as needed.

MANAGE DEPARTMENT OFFICE AND SUPERVISE OFFICE EMPLOYEES

• Receive phone calls and visitors to the department office, including students, faculty, and individuals from across campus and the community. Direct calls and visitors to the appropriate faculty or staff member for action.
• Follow UND policy for recruitment and hiring related to positions in the department office.
• Effectively train and supervise part-time and temporary office staff; determine and assign workload; provide productive feedback on performance.
• Schedule part-time assistants and distribute workload effectively.
• Ensure office is always secure.
• Maintain files and personnel records for department chair, faculty, staff, and students. Student files include GPAs (within major, cumulative) and transcript degree progress tracking to help determine eligibility for the honor society.
• Retain and dispose of records in compliance with the University retention policy.
• Maintain office supply inventory.
• Order supplies for use in classes and research.
• Serve as department manager for Scholarship Central, Recruiting Software, SELFI, and other electronic means of performing departmental business.
• Act as liaison between the Department of Criminal Justice and other on- campus offices, as well as external constituents.
• Assign mailboxes and provide combination information to department personnel.
• Distribute incoming and outgoing mail.
• Manage and post room scheduling.
• Ensure secondary data backup of departmental shared drives.

COORDINATE DEPARTMENT FINANCIAL ACTIVITIES and SUPPORT GRANT/CONTRACT ACTIVITIES

• Initiate and track purchases and reimbursements
• Review account balances on a regular basis for all department-level and Forensic Science program fund sources, including external grants.
• Serve as department contact for Shared Service Center (SSC) to coordinate financial transactions. Work professionally & efficiently to communicate information to SSC associates to ensure prompt handling of payments, budget transfers, inter-departmental billings, and other financial transactions.
• Make recommendations to chair for fund number(s) to be used for purchases, services, reimbursements.
• Maintain accurate & current records for department-level allocations and expenditures related to department facilities, courses, and faculty commitments.
• Train department personnel and serve as point of contact for questions associated with travel reimbursements and purchasing card transactions and reporting.
• Coordinate reimbursements for faculty and visitors to the department.
• Manage financial activities and Jaggaer expenses charged to alumni foundation sources.
• Serve as department manager for Jaggaer, assisting faculty and students on placing and tracking their orders.
• Maintain department P-Card according to all university policies/procedures.
• Serve as department-level contact for PeopleSoft Finance. Support grant/contract activities
• Assist faculty principal investigators (PIs and co-PIs) with budgets for internal and external grants/contracts, or similar awards - including invoicing/requisitions, tracking grant expenditures, and tracking personnel activity reports if needed.
• Assist PIs and co-PIs with applications for grant projects with budgets.
• Assist PIs and co-PIs with research assistant hires.

COORDINATE RECRUITMENT and PAYROLL FUNCTIONS

• Accurately provide information to Shared Services Center (SSC) for hiring of new employees and preparation of forms necessary for appointment of faculty, staff, graduate and undergraduate students.
• Serve as proxy for department chair to manage payroll functions within Manager Self Service, including department-level terminations.
• Initiate and submit forms for payroll activities that are not provided by SSC.
• Identify position numbers appropriate for use by each department supervisor.
• Work with chair and faculty to determine accurate fund source for payment of salaries. Communicate fund changes to SSC in a timely manner.
• Review and approve hours worked by employees under your supervision.
• Train department supervisors on use of TLAB process so that they can accurately manage positions/employees under their supervision.
• Serve as department contact for questions related to Payroll activities.
• Work with SSC to immediately resolve payroll questions and correct errors.
• Maintain accurate balances of departmental work study and institutional employment funding.
• Maintain accurate expenditure record for each student employee.
• Prepare, submit and manage student employee job postings or coordinate steps with SSC to ensure accurate job postings for work study and institutional positions. This includes recruitment of undergraduate teaching and research assistants. Manage employment details.
• Monitor applications to job postings.
• Recruit, interview, schedule, and supervise work study student(s).
• Serve as department-level contact for PeopleSoft HCM (HRMS).

SECRETARIAL AND GENERAL OFFICE DUTIES; MISCELLANEOUS

• Interact with all constituents in a polite and professional manner.
• Word processing support: type correspondence, manuscripts, exams, and other material from written copy or rough drafts.
• Complete monthly copier count report; reconcile and obtain appropriate funding sources by individual or department.
• Schedule meetings and classrooms on behalf of the department; use current software for this purpose.
• Serve as key coordinator. Annually conduct and complete key inventory for all faculty, staff, and student. Order keys for department personnel.
• Assist with coordination of special events on and off-campus (e.g., Forensic Science Bootcamp, Criminal Justice Career Fair, etc.).
• Assist with arrangements for guest travel (e.g., flights, hotel accommodations, visit itineraries, meals).
• Assist with arrangements for faculty travel (e.g., flights, conference registration, hotel accommodations, other reservations).
• Coordinate alumni correspondence.
• Participate in professional development training.
• Keep current on software used in performance of position.
• Assist faculty with computers/software as it relates to classes and office activities.
• Actively participate in department functions/meetings as requested.
• Serve as the liaison for repair requests/orders.
• Complete major/minor inventory once a year; use inventory to determine when to order new computers for faculty/staff.
• Advertise for student employment (undergraduate research assistants/teaching assistants, graduate research assistants, and federal work study student employees) using PageUp.

ACADEMIC SUPPORT FUNCTIONS

• Coordinate prospective student visits with faculty as requested by Enrollment Services.
• Serve as point of contact for PeopleSoft campus connections module; run reports related to enrollment and course listings.
• Assist with ordering textbooks and desk copies.
• Assist graduate and undergraduate students with class enrollment actions and ensure proper signatures on appropriate forms.
• Assist with student registration overrides and assist faculty with the creation of permission numbers for their courses.
• Serve as point of contact to the Registrar's Office for communicating student changes.
• Collect and maintain archive of syllabi for all department course offerings.

Required Competencies

• Strong verbal and written communication skills
• Exhibit work habits reflecting reliability, organizational skills and a high degree of
  accuracy.
• Ability to effectively communicate with a diverse group of people while maintaining
  professionalism, confidentiality and a positive and helpful attitude.
• Ability to work independently as well as part of a team.
• Ability to problem solve.

Minimum Requirements

• Associate degree or equivalent experience
• 1 year of related work experience
• Competency with Microsoft Outlook, Word, and 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

• Bachelor's Degree
• 3 years of related work experience
• Work experience in an academic setting
• Experience with UND payroll process
• Experience with PeopleSoft HRMS and Campus Connection modules
• Experience with financial tracking
• Knowledge of UND's policies and procedures

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