Administrative Assistant II
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Salary/Position Classification
Purpose of Position
The Administrative Assistant works to ensure the objectives and goals of the college are maintained and achieved. The function of this position is to provide:
This position provides primary support to the Department Chair, supports faculty (including Graduate Assistants, Instructors and Part-time Instructional), and meets the needs of programs within the department. This position manages purchasing needs for the department.
Duties & Responsibilities
Administrative Support
Act as the first point of contact for the department, including answering the phone line and greeting visitors, students, faculty, and staff.
Provide onboarding support for new faculty employees.
Provide a welcoming and positive experience for all visitors
Serve as information source, and provide accurate department information to students, faculty, staff, and visitors.
Provide support for accreditation activities
Update department contact lists and other materials
Train new personnel in phone usage and maintain updated department telephone listings and directories
Collaborate with faculty to purchase textbooks through University purchasing system, publishers, or with Pcard, as applicable for faculty and GTA''s
Manage collection of textbooks from GTA''s at the end of each term.
Assist with office moves, work orders, and repair requests
Provide program specific support as assigned by Chair
Ensure program areas and relevant committees are submitting updates to report out in Briefing and Teams.
Perform general office duties, as needed
Provide onboarding support for new employees.
Department Chair Support
Provide scheduling and other assistance to the Chair as needed
Attend department, committee, and other faculty meetings as requested, and provide minutes when appropriate
Assist with paperwork and correspondence, including email with the department faculty, staff, and students.
Coordinate faculty elections and committee activities
Serve as administrative point of contact for faculty candidates for interviews and on-campus visits
Assist with faculty search committee requests - itineraries, flyers, emails, etc.
Prepare reimbursement expenses forms for candidates and faculty search committee members and submit to Shared Service Center for reimbursement processing.
Collaborate with Chair to collect, collate, and share communications in the form of Briefings and Teams announcements at both College and Department levels.
Department Finance Support Provide financial support for:
Procurement
Serve as UND Marketplace (procurement system) expert and department resource and primary department liaison with UND Procurement and Payment Services (PPS).
Provide direction to department as to when to utilize Marketplace or a Purchasing card
Provide guidance to faculty on placing catalog and non-catalog orders through Marketplace
Monitor open purchase orders and complete follow up with Suppliers, Shoppers, Procurement & Payment Services, etc. to ensure timely delivery of items and services
Assist faculty on sourcing requests for new items/services
Handle disputes with suppliers when necessary
Maintain a UND Purchasing card.
Coordinate with UND Procurement office to ensure Pcard purchases are allowable and submit waiver requests as needed.
Update Pcard tracker with purchases and funding source allocations as purchases are made.
Process Pcard statement monthly per UND policies and procedures.
Maintain procedure manual to support these duties
Required Competencies
Minimum Requirements
In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the US and to complete the required employment eligibility verification form upon hire. This position does not support visa sponsorship for continued employment.
Preferred Qualifications