Administrative Assistant

• $44,000-$47,000 Annual, Non-Exempt (Eligible for overtime)
• 40 hours per week
• 100% Remote Work Availability: No
• Hybrid Work Availability: No

The purpose of this position is to assist with the day-to-day functioning and accountability of the Department of Social Work and to ensure the efficient operation of the department. This position provides the department with administrative, office and program support in addition to departmental budget/financial management. It is essential to maintain critical communication with students, alumni, faculty, staff and the greater campus community and general public. This position is also responsible for the supervision and management of student employees. All position duties are carried out in a timely manner with a focus on high quality service.

Provide Administrative Support:

• Process faculty travel arrangements/absences from campus
• Provide administrative support for all department programs
• Hire, train and supervise student employees
• Coordinate department events
• Monitor the department website and submit necessary updates to the CNPD Marketing Coordinator.
• Manage department social media accounts.
• Manage semester course schedule including classroom scheduling
• Manage scholarship applications, review, and awarding process
• Support application and review process for the department programs
• Analyze operating procedures and processes to ensure smooth coordination of administrative functions between department and college
• Provide direct support of accreditation processes
• Assist chair with resolution of problems or conflicts
• Coordinate onboarding of faculty and field staff
• Draft various departmental reports
• Coordinate completion of the annual faculty evaluation process
• Provide training to faculty to ensure administrative policy compliance

Provide General Office Support:

• Provide administrative support for faculty
• Provide receptionist duties and general support for visitors and students
• Maintain contact lists
• Develop and maintain a filing system
• Participate in meetings; prepare and distribute minutes and materials
• Order and maintain office supplies and equipment
• Complete inventories of office equipment and keys
• Produce and distribute correspondence
• Compile and submit textbook requisitions
• Establish and maintain records retention plan for the department according to UND policy
• Monitor and manage department space
• Serve as a resource to student Social Work organizations
• Assist with the hiring process as needed

Budget & Financial Management:

• Work with CNPD business office, accounting services, grant/contracts and alumni foundation to maintain departmental fiscal records and assist in preparing fiscal reports
• Develop and maintain spreadsheets/records system for accurate accounting of all Social Work departmental funds
• Develop annual budget with department chair
• Submit and reconcile expense reports as needed
• Provide monthly report of spending (budget updates) to faculty
• Manage scholarship awards planning, processing and communication
• Process applications and prepare annual grant stipends for students
• Assist with departmental purchases; process purchase requisitions and vouchers; process payments and forward for approval
• Maintain purchasing card for department purchases and process required statements monthly
• Submit vendor invoices for payment

Student Records:

• Create and maintain student files
• Maintain Social Work official enrollment reports from the University Analytics & Planning Office
• Maintain upcoming and current Social Work graduates list
• Perform graduate file maintenance each semester
• Assist with collection and submission of student documentation required for field placement

• Strong customer service skills and positive attitude
• Highly organized, self-directed and motivated
• Ability to manage multiple tasks and projects, prioritizing as needed
• Perform detailed work with a high degree of accuracy within scheduled deadlines
• Proficiency in written and verbal communications
• Effective communication with diverse groups of people

• Associates degree in business-related field OR equivalent experience
• Four years of related work experience
• Experience with basic bookkeeping/accounting functions
• Demonstrated proficiency in Microsoft Office software
• Supervisory experience
• Successful completion of a Standard Criminal History Background Check

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.

• Event planning experience
• Experience with Blackboard, Campus Connection, HRMS

Please include a cover letter and resume with your application.