Administrative Assistant

Salary/Position Classification

• $45,000+ Annual, Non-Exempt (Eligible for overtime)
• 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 assistance for the faculty and staff in the Neuroscience building, including finance and human resources for grant and non-grant funds.

Duties & Responsibilities

Financial administration for grant funds, including NIH, NSF, foundations, and pilot grants and related local funds

• Maintain an office financial system to allow for the accurate recording and tracking of grant funds and local funds for faculty.
• Utilize the PeopleSoft Finance Module and MSFMS to provide and interpret monthly financial reports. Examine information for accuracy and areas of concern.
• For grants, reconcile the PI reports and Transaction Detail reports and resolve any discrepancies. Advise faculty on appropriate corrective action as required.
• Work with the Jaggaer Team regarding the Information Builders that is meant to determine the status of encumbrances on the PI Reports. For local funds, reconcile the Trial Balance report and Ledger Summaries with Budget Transaction Detail reports.
• Project salary and fringe expenditures for PIs.
• Track grant and contract project numbers, including beginning and end dates, expenditures, encumbrances, purchase requisitions and fund balances.
• Communicate with all concerned individuals re financial practices, purchasing rules, etc.
• Develop a working knowledge of Novelution to assist faculty with grant proposal submission.
• Stay current with grant policies and work closely with Grants & Contracts at SMHS and main offices.
• Prepare reports for annual budget preparation.
• Handle and process service contracts for equipment purchased by grant and local funds.
• Initiate and process purchase requisitions and purchase orders for equipment, service contracts, software, etc. for PIs.
• Process travel expenses for faculty, staff, and graduate students.
• Assist PIs with grant proposals and required reporting documents
• Careful review of Effort Certification (PAC) forms with SMHS Grants & Contracts prior to distribution and collection from PIs.
• Pay invoices and purchase orders through Jaggaer.
• Attend training and gain proficiency with the new purchasing system Jaggaer. Master the ongoing developments in Jaggaer concerning purchasing major equipment, service contracts, and software.
• Assist and train faculty, staff, and graduate students with purchasing in Jaggaer.
• Process and reallocate appropriate Purchasing Card expenses.  

Payroll administration for grant and local funds

• Utilize PeopleSoft Human Resources Management System (HCM).
• Initiate related payroll paperwork and work with the department Payroll/Education Assistant (i.e. Position Funding forms) for faculty, staff, student, and temporary employees who are funded by the grants and local funds.
• Work in conjunction with the Payroll/Education Assistant in the department for coordination of new hires.
• Work with the departmental Finance Specialist and the Payroll/Education Assistant during the budget process to prepare and review departmental budget submissions for personnel.
• Run payroll reports to ensure appropriate placement of personnel and funding sources including Payroll Registers, HE Actuals and Gross & Fringe reports, and initiate corrective actions, if necessary.
• Act as backup to departmental Payroll/Education Assistant for entry of Position Funding forms into the Human Resources Management System.
• Monitoring payroll and hourly time entries for hourly employees in HRMS for completeness and accuracy. 

Miscellaneous building issues

• Attend to needs of personnel in the Neuroscience building with needs concerns in his/her respective laboratory and office and communicate to Facilities accordingly.
• Communicate with Dr. Geiger and Facilities Management about any building issues including the distiller, exterior door problems, HVAC, leaks, autoclave, etc.
• Update Beap report for building.  

General administrative

• Assist Faculty with administrative issues.
• Assist with RPPR and MYNCBI and NIHMS publication submissions.
• Records Coordinator for the finance files in the Neuroscience building.  

Required Competencies

• Excellent verbal and written communication skills
• Ability to prioritize and organize assignments for self and others
• Abilit