Assistant to the Director/Project Coordinator

Salary/Position Classification

• $45,000 Annual, Non-Exempt (Eligible for overtime)
• 40 hours per week
• 100% Remote Work Availability: No
• Hybrid Work Availability: No

Purpose of Position

This individual will serve as the project manager and executive assistant for the Director of Housing & Residence Life (Director.) The position will support and facilitate the work of the Director and the senior leadership within the Unit. This individual is responsible for maintaining the Director’s calendar, collecting agenda items, taking minutes, and tracking data for leadership meetings, working assessment and reporting, and making travel arrangements. This position will lead and manage service contracts and MOUs. The individual will coordinate projects as requested and will coordinate onboarding and staff development activities. This position calls for a blend of administrative tasks with a need for this person to also have excellent attention to detail with project management experience.

Duties & Responsibilities

Executive Assistant to the Director of Housing & Residence Life

• Provide professional, executive-level support to the Director of Housing & Residence Life.
• Assist the Director with the implementation of initiatives and accomplishing departmental strategic goals.
• Assist the Director with exploring and developing partnerships, including with other campus units and universities.
• Schedule meetings and maintain Director’s calendar, exercising executive decision-making in arranging/maintaining Director’s calendar and travel schedule.
• Reserve rooms, prepare agendas, send invitations, set up virtual meetings, collect, prepare, and distribute briefing materials, take notes/minutes, and manage catering requests.
• Research information, coordinate, and contribute to data collection for reports, projects, etc.
• Compose and edit correspondence, reports, and other documents for Director and Housing & Residence Life leadership as requested.
• Work independently and use time-management skills to set and meet deadlines.
• Work collaboratively within VPSA and other divisions both on and off campus.
• Lead and manage the annual review of policy and procedures manuals for all Housing & Residence Life professional staff.
  • Track completed P&P in collaboration with Directors.
  • Annual assistance with tracking updates in the UND Catalog.
• Perform other administrative support tasks, including drafting and proofreading correspondence.

Administrative support to Director and Senior Housing & Residence Life Leadership team

• Greet visitors (students, faculty, staff, alumni, etc.) in a professional manner.
• Answer the department’s main phone line, providing the highest quality customer service.
• Assist in day-to-day office activities and operations.
• Assist with travel arrangements (purchase airline tickets, registrations, hotel reservations, etc.) for VPSEM and VPSEM Leadership team.
• Event planning and coordination for the Housing & Residence Life unit:
  • Complete on-campus forms to reserve rooms.
  • Make technology arrangements. o Coordinate with the Parking Office to ensure adequate parking options are available.
  • Coordinate, submit, and manage catering orders.
  • Assist with developing and carrying out a communication plan for events.
• Order, organize, and manage office equipment, inventory, and supplies.
• Manage and submit annual equipment and key inventories.

 

Project management and lead contracts, MOUs, and International agreements

• Lead communications with UND campus faculty and staff while maintaining high independence, confidentiality, and professionalism.
• Schedule meetings, reserve rooms, prepare agendas, send invitations, set up virtual meetings, collect, prepare, and distribute briefing materials, take notes/minutes, and place catering requests as needed.
• Coordinate and develop agreements, contracts and MOUs with appropriate language from Housing & Residence Life and other key UND areas. Work with Legal Counsel and VPSA on final approval of documents.
• Ability to build and display PowerBI dashboards.
• Work with the University Analytics and Planning team.

 

Planning, Assessment and Reporting

• Prepare and compile Strategic Plan document for Housing & Residence Life within University guidelines.
• Develop data and tools for tracking and analysis of goals.
• Compile and review progress reports with Director as requested.
• Collect, manage and