Administrative Assistant II

Salary/Position Classification

• $36,600+ 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 provide administrative support for the overall functions of the Office of Student Affairs & Admissions (SAA) in the School of Medicine & Health Sciences (SMHS).

Duties & Responsibilities:

Provide Administrative Support for the Office of Student Affairs & Admissions

• Provide high-level administrative and professional support to SAA to ensure efficient office operations.
  • Provide troubleshooting assistance with email/calendar system and other software problems within the office.
  • Maintain office supplies.
  • Coordinate orders with Student Affairs Assistant for office equipment, supplies and kitchen items.
  • Maintain office equipment including computers and printers.
  • Operate standard office equipment.
  • Provide excellent customer service to all SMHS visitors.
  • Initiate, compose and produce clear and concise correspondence as required.
  • Schedule and coordinate staff meeting and agenda.
  • Take meeting minutes, draft, and distribute to staff, committee members, and others, as appropriate.
  • Coordinate, manage and submit work orders to Facilities and act as the liaison with SMHS Facilities & Safety Coordinator.
  • Assist with the development, creation, and distribution of forms, documents, and letters for use by the department.
  • Support the development of PowerPoint presentations, Qualtrics surveys and related documents.
  • Assist with ensuring the accuracy of Guardian Insurance list for student coverage.
  • Assist with providing projects for student employees.
  • Assist and maintain a process for notifying students annually of medical student policies.
  • Ensure students have reviewed and acknowledged medical student policies annually, document completion of attestation, track students who are non-compliant with set deadlines and notify SAA Leadership.
  • Maintain and file appropriate student records for policies.
• Assist with SAA website updates and maintenance.
  • Assist SAA Assistant to update SAA content.
  • Assist with annual review.
  • Assist updating content and coordinate updates with SAA staff.  

Records Coordinator

• Serve as records coordinator for the Student Affairs & Admissions records for the department according to the SMHS Records & Information Management (RIM) policies and procedures.
• Work with RIM Program personnel to develop and maintain the active and inactive filing systems for the department.
• Keep files organized according to RIM policies and procedures to allow for easy accessibility and compliance with retention schedule.
• Conduct annual records destruction in conjunction with the SMHS Records and Information Management Program.
• Consult with and request services of the SMHS RIM personnel, as needed.
• Records imaging system.
• Ensure all student communications are properly maintained for records retention purposes.
• Organize and set up files; purge files; prepare files for storage.
• Update reference materials.
• Maintain contact information of students.
• Maintain monthly quality assurance and file accuracy verification schedule of digital files.
• Work with Associate Director of Student Affairs to trouble-shoot problems and resolve issues.  

Plan and Coordinate Events and Projects for the Office of Student Affairs & Admissions Plan and Coordinate

• Maintain database of events; assist with assessment of events and the value to the students.
• Create and maintain calendar of events and provide for SAA staff.
• 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.
• 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.
• Submit Event Approval Request, and catering order forms, arrange for delivery or pick-up.
• Submit orders for supplies needed for events.
• For remote events/presentations, assists in coordinating the logistics of identifying and reserving rooms in