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Office Coordinator

2 months ago

Grand Forks, United States University of North Dakota Full time

Office Coordinator
494947
Grand Forks, North Dakota, United States
Dean's Office Med
Administrative/Professional
Office/Clerical Support
Full-time Staff

Salary/Position Classification
$40,000 Annual, Non-Exempt (Eligible for overtime)
40 hours per week
100% Remote Work Availability: No
Hybrid Work Availability: No
Purpose of Position
The purpose of the position is to provide a high level of administrative secretarial support for the Office of the Dean, Vice President for Health Affairs/Dean, and Chief of Staff, This position interacts with students, faculty, community faculty, and departments within the SMHS, UND, NDUS, and government agencies.

Duties & Responsibilities
Administrative Assistance to the Office of the Dean - tasks involved in fulfilling the above duties/responsibilities include:

Staff the front office, respond to questions and requests for information while acting as a liaison between the Dean’s office and other departments
Manage the Dean’s Office phone lines, ensuring callers are assisted
Schedule meetings, prepare agendas, take minutes, provide supporting documents, and ensure timely follow-up
Maintain Dean’s Office website
Manage all School of Medicine and Health Sciences (SMHS) committee minutes on the website including tracking missing minutes.
Call for department organizational charts annually
Ensure bloodborne pathogen administrative training is completed annually
Retrieve and distribute mail and publications
Order office equipment, supplies, and kitchen items; attend trainings to keep up on skills;
Ensure the P-Card monthly statements are processed and submitted timely; Ensure deadlines are met
Maintain office equipment including computers, printers, etc.
Conduct inventory including key, major, and minor; prepare inventory-related material and communicate with Facilities on purged items
Assist in monitoring the completion of annual administrative evaluations for the Dean
Serve as a resource to internal and external constituencies
Track and process standard financial documents including travel through UND and the Foundation, including P-Card purchases
Inform the VP/Dean, Senior Associate Dean, and Chief of Staff of any issues
Transcribe and distribute dictation; prepare other correspondence
Operate standard office equipment
Track and maintain subscriptions, memberships, continuing medical education (CME) credits, medical licenses, Drug Enforcement Administration (DEA) license, Digital Measures, etc. for the Dean
Make photocopies as needed; Serve as back-up for other staff as needed; Prepare and distribute mailings; Serve as back-up distributor of mail School-wide
Pay invoices; Maintain recyclables for the Dean’s Office; Call-in work orders
Stay familiar with University and SMHS systems including PeopleSoft, Versatile, Jagger, etc.
Track journal subscriptions and memberships
Events and Projects Tasks - tasks involved in fulfilling the above duties/responsibilities include:

Assist with Dean’s hours, including corresponding with the visiting professor, developing and coordinating itinerary, making lodging and airline reservations, ordering food, coordinating IT/AV, picking-up/dropping-off candidates; process all paperwork relating to the honorarium, airline tickets, hotels, etc.
Plan and coordinate all facets of retreats, advisory meetings, and special events in conjunction with the Office of Alumni and Community Relations
Serve as telephone and key counselor
Assist at Commencement, White Coat, dedications, groundbreakings, and special events as needed.
Assistant to the Chief of Staff - Tasks involved in fulfilling the above duties/responsibilities include:

Assist the Chief of Staff (COS) with the School’s Committee Nomination Process (create ballot, manage changes, provide consistent follow-up, take minutes, strategize for future needs)
Schedule all meetings as requested by the COS
Manage the calendar of the COS
Manage all projects as assigned by the COS
Anticipate the needs of the COS
Information Management - Tasks involved in fulfilling the above duties/responsibilities:

Maintain and manage the records management system for the Dean’s Office, both hard copy and electronic
Follow guidelines established by the Office of Records and Information Management for the creation, retention, and destruction of records
Serve as department contact and access point for the University of North Dakota Alumni Association and Foundation database
Required Competencies
Prefer knowledge of UND and SMHS administrative, travel, accounting, purchasing, human resource, and affirmative action policies, forms and procedures
Maintain confidentiality
Be responsible for meeting deadlines
Ability to multi-task and prioritize assignments to consistently provide timely and accurate data and information.
Excellent interpersonal, verbal, and written communication skills
Ability to prioritize and organize work assignments for self and others; ability to work with diverse groups to accomplish the mission of the Office of the Dean and SMHS
Minimum Requirements
Associate's Degree or 3 years of administrative/office experience
Three years of experience working in an office setting
Experience with Word, Excel, Access, PowerPoint, and Outlook Calendar.
Satisfactory 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.

Preferred Qualifications
Knowledge of and experience with Perceptive Content software
Experience assisting with special events coordination