Ndsu Extension, Leadership And Civic Engagement, Administrative Assistant

Position Information
Description & Details:
This 1.0 FTE position will provide administrative assistance to NDSU Extension faculty and staff in Leadership and Civic Engagement and the North Dakota State Soil Conservation Committee. This position will be located in Fargo, ND and is supervised by the Program Director and Extension Specialist, Soil and Water Leadership Development.
Administrative Support for Extension Leadership and Civic Engagement Faculty and Staff

• Answer the telephone, relay information or transfer calls to appropriate individual(s)
• Greet visitors, answer questions and/or direct them to appropriate individual(s)
• Handle daily mail and correspondence
• Order and organize supplies and educational materials
• Manage day-to-day clerical tasks
• Manage documents and files
• Reserve state fleet vehicles and submit monthly mileage reports to the state fleet office
• Operate standard office equipment, such as computers, printers, copy and fax machines, calculators, postage meters, and scanners, and schedule service as needed
• Assist in scheduling training events, including identifying and reserving meeting facilities, organizing, and ordering food and refreshments
• Handle participant's correspondence and registration materials as needed
• Design and prepare training packets for participants and instructors
• Manage billing and payments for training sessions
• Manage office budgets and process financial paperwork
• Book Travel
• Oversee departmental communications, as needed.
• Schedule meetings, Zoom/Teams calls, create room reservations.
• Event planning (speakers, refreshments, communications, etc).
• Coordinate hiring processes

Administrative Support for the State Soil Conservation Committee

• Provide general administrative support to the Extension Program Director as they support the State Soil Conservation Committee
• Plan, coordinate, and arrange meetings and conferences around schedules of multiple individuals; coordinate and make logistical arrangements; notify meeting participants by phone, email, or correspondence; make travel and lodging arrangements; submit notices to comply with open meeting laws
• Prepare and distribute meeting agendas; attend meetings and record proceedings; prepare and distribute meeting minutes
• Maintain the State Soil Conservation Committee website
• Organize, establish, and maintain office filing systems; develop internal filing systems procedures
• Track Soil Conservation District assistance monetary awards made by the Committee, process invoices received from Soil Conservation Districts, and enter payments into PeopleSoft to ensure that districts receive reimbursement
• Process records and billings associated with electronic accounting
• Perform data entry, maintain and develop paper and electronic files on expenditures
• Design and assist with preparation of various newsletters, publications, and reports for distribution to public officials and/or the general public

Work Schedule:
40 hours a week, Monday through Friday, flexibility between 7:30 am and 5:00 pm
Minimum Qualifications:

• High school diploma or GED
• Four years of directly related experience
• Evidence of effective and excellent written and verbal communication.
• Collegial and professional in conducting responsibilities with colleagues.
• Experience with desktop programs, including Microsoft Office Suite for word processing, spreadsheets, database management and emailing.
• Ability to multitask, and initiate and accomplish project goals in a timely and efficient manner.
• Exceptional attention to detail, with emphasis on accuracy, follow-through and adherence to deadlines.

Preferred Qualifications:

• Associate's Degree or 2 years of college
• Five or more years of related experience
• Ability to work effectively with minimal supervision and in a team environment
• Experience with graphic design and website management

Benefits:
NDSU offers a comprehensive benefits package which includes single or family health insurance coverage with premiums paid for by the university - with an effective date for new employees the first of the month following date of hire. Other benefits include: wellness benefits, basic life insurance, retirement plan, tuition waiver, annual leave, EAP, sick leave and holiday pay. Optional benefits include: supplemental life, dental, vision, long-term care insurance, flexible spending account, and supplemental retirement plans.
About Us:
North Dakota State University is distinctive as a student focused, land-grant, research university. We educate leaders who solve national and global challenges by providing affordable access to an excellent education that combines teaching and research in a rich learning environment.
NDSU is in the highest Carnegie Classification of Institutions of Higher Education, R1, granted to the top research institutions in the country.
NDSU has offices across the state of North Dakota, and the main campus is in Fargo, on the Minnesota border. Along with Moorhead, Minnesota, Fargo forms one of the largest metropolitan centers between Minneapolis and Seattle. The community is consistently ranked as one of the best places to live.
No Smoking Notice :
As an employer, the State of North Dakota prohibits smoking in all places of state employment in accordance with N.D.C.C. § 23-12-10.
EO/AA Statement:
North Dakota State University is an Equal Opportunity employer and all qualified applicants will receive consideration for employment without regard to age, color, gender expression/identity, genetic information, marital status, national origin, participation in lawful off-campus activity, physical or mental disability, pregnancy, public assistance status, race, religion, sex, sexual orientation, spousal relationship to current employee, or veteran status, as applicable.
Diversity Statement:
NDSU strives to be a community of belonging, recognizing unique differences as strengths of our university. We seek to recruit and retain a diverse workforce that supports a community in which diverse populations and perspectives will know and learn from one another. NDSU values candidates who are committed to our core values of respect, inclusivity, community, creativity, excellence, impact, innovation, integrity, resilience, responsiveness, and transformation. Successful candidates will be committed to and help advance our strategic goal to create and maintain an open and respectful environment to promote inclusivity and diversity as a cornerstone of education, research, and outreach.
Veteran's Preference Notice:
This position is subject to North Dakota Veteran's Preference requirements.
Reasonable Accommodation Information
North Dakota State University is committed to providing access and reasonable accommodation in its services, programs, activities, education, and employment for individuals with disabilities. To request disability accommodation in the application process, please contact Human Resources at 701-231-8961 or ndsu.hr@ndsu.edu .