Administrative Assistant

Salary/Position Classification

• $45,000+ annual, Dependent on Experience, Non-Exempt (Eligible for overtime)
• 40 hours per week
• 100% Remote Work Availability: Yes
• Hybrid Work Availability (requires some time on campus): Yes

Provide support for the administrative core of the COBRE Indigenous Trauma & Resilience Research Center, such as filing and records management, travel and billing assistance, calendar management, correspondence, and other clerical responsibilities. Manage the logistical aspects of the Colloquium Series and annual Symposium. Assist the Grants and Project Coordinator in managing the operational aspects of the grant, tracking progress, and communicating effectively with internal stakeholders and collaborating organizations.

Duties & Responsibilities

Provide administrative support for the COBRE grant

• Assist the Grants and Project Coordinator with requests for applications (RFAs), annual programmatic reports, and other areas as needed.
• Coordinate meetings by developing agendas and scheduling communications.
• Ensure appropriate communication among all COBRE stakeholders.
• Assist all COBRE stakeholders with inquiries related to administrative matters.
• Maintain the Smartsheet Admin Core Activity Tracker and other evaluation components.
• Identify and comply with all grant reporting requirements as required by internal policies and procedures, as well as the rules of external funding agencies.
• Ensure timely and accurate follow-up on all projects and appointments.
• Assist with organizing the programmatic share-drive information files and folders.
• Plan meetings as directed, including preparing agendas, taking minutes, and providing consistent follow-up.
• Assist with the creation of presentations, reports, etc.
• Coordinate travel and other expense reporting and all other vouchers
• Process purchases through Jaggaer
• Assist in maintaining, auditing, and monitoring assigned sections of COBRE’s budget.
• Audit and reconcile monthly finance and human resources reports.
• Assist Grants and Project Coordinator with COBRE’s budget projections.
• Assist Grants and Project Coordinator with coordination of the annual RPPR.
• Other duties as assigned.

Oversee and coordinate the Annual American Indian Health Research Conference (referred to as ITRRC Symposium) by following UND SMHS policy and procedures.

• Create a conference agenda by showcasing research activities by COBRE junior investigators.
• Coordinate COBRE quarterly Colloquium Series.
• Coordinate speaker agreements, travel accommodations, catering, event forms, parking, etc.
• Work with ACET on evaluation tasks to ensure accurate milestone tracking and to identify strengths and areas for improvement.
• Keep records of COBRE events and incorporate them into annual program reports.
• Maintain the ITRRC website with information on upcoming events.

Participate in and support the recruitment of applicants for research and pilot projects.

• Support the Grants and Project Coordinator in drafting RFAs and monitoring applications.
• Maintain the ITRRC website with information on RFAs.
• Provide assistance to all applicants with inquiries related to RFAs.

Participate in professional development opportunities and networking events that align with the Administrative Core’s specific aims.

• Identify suitable training sessions or conferences that enhance proficiency in administrative tasks and event planning and deepen understanding of Indigenous trauma and resilience research.
• Participate in networking events to cultivate and enhance relationships with Indigenous researchers, allied researchers working within Indigenous communities, and Indigenous communities themselves to promote awareness of the ITRRC and DIH programs.

Required Competencies

• Excellent interpersonal, verbal and written communication skills
• Ability to work in deadline-driven environment
• Ability to prepare complex documents that include figures, images, and text
• Ability to listen and develop information into grant proposals
• Ability to work collaboratively with faculty, researchers, and others in various disciplines
• Strong editing skills with attention to English language grammar, syntax, and spelling
• Strong contributor in team environments
• Ability to work independently, while meeting deadlines
• Ability to handle multiple assignments, ensuring accuracy and attention to detail
• Ability to maintain confidentiality of research and o