Administrative Secretary

Salary/Position Classification

• $36,000 + annual, 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

The administrative secretary position is essential to support our mission, faculty, staff, and students in the Pathology Department. This position is fundamental in performing day-to-day office responsibilities, ordering supplies, assisting in the recruitment process, and serving as administrative support for the Forensics program.

Duties & Responsibilities

ADMINISTRATIVE AND SECRETARIAL SUPPORT

• Serve as receptionist for the department by answering and assisting callers, transferring calls as necessary and answering department emails and voicemail in a timely manner, greeting, welcoming, and providing a positive and helpful experience for visitors to the department and campus
• In a professional and timely manner, assist students, faculty and staff members by problem solving to answer questions and/or refer to appropriate person/department, coordinate and collect data for annual or periodic reports for departmental and grant reporting, make travel arrangements for faculty, staff, and students and process travel reimbursements, schedule meetings, appointments, and reserve space for meetings, and assist with formatting of manuscripts, grants, forms, and educational materials as needed
• Retrieve and distribute mail and other correspondence to faculty and staff. Occasionally pick up or deliver mail to/from other offices across campus
• All aspects of ordering supplies to include but not limited to paying invoices, preparing purchase orders, receipting orders, order name tags, name plates, and business cards and distribution of supplies. Also includes handling departmental purchasing card, including following procedures for running and submitting monthly statements
• Assist in coordination and work during the Annual INBRE Symposium (outside normal business hours) and with programming for summer camps

FACULTY, STAFF, AND STUDENT RECRUITMENT AND PAYROLL SUPPORT

• Run required payroll reports each pay period and confirm accuracy of funding sources
• Assist in HR related processes, including hiring and processing of paperwork

SERVE AS RECORDS COORDINATOR, ASSET & ACCESS MANAGEMENT COORDINATOR, AND TELEPHONE COUNSELOR

• Records Coordinator:
  • Work with SMHS Records and Information Management personnel to develop an maintain the active and inactive filing systems
  • Ensure compliance with RIM policies and procedures, including retention and destruction
  • Conduct annual file generation and records destruction processed in conjunction with SMHS RIM personnel
  • Attend training sessions as necessary
• Asset Management Coordinator:
  • Monitor and track all major and minor inventory purchases, adding asset tags to new items as necessary
  • Complete annual inventory processes according to UND Asset Management and SMHS guidelines
  • Maintain accurate minor inventory spreadsheet as changes to inventory occur (i.e. adding assets as new equipment is acquired, removing assets as surplus forms are completed)
  • Process surplus forms for assets that are no longer needed/working
  • Attend training sessions as necessary
• Access Management Coordinator:
  • Request key and electronic door access for new employees, students, and others as needed
  • Conduct annual key inventory according to UND Lock Shop and facilities guidelines
• Telephone Counselor:
  • Communicate with UND Telecommunications for phone order, hookups, new user requests, and other telecommunications business
  • Train departmental users on existing and new telephone features
  • Troubleshoot telephone issues with departmental users as necessary
  • Attend training sessions as necessary

ADMINISTRATIVE SUPPORT FOR FORENSIC PRACTICE

• Order supplies for forensic practice
• Process completed autopsy files and reports
• Prepare invoices and other billing documents as necessary
• Assist with contract management and preparation
• Process requests for autopsy reports
• Ensure all correspondence is sent securely and confidentially and in compliance with state and federal laws
• Other duties as assigned to support the Forensics team

Required Competencies

• Excellent oral and written communication skills
• Ability to multitask and prioritize work assignments
• Ability to work both i