Salary/Position Classification

• $45,000+ Annual, Dependent on Experience, Non-Exempt (Eligible for overtime)
• 40 hours per week -Monday through Friday, 8:00 a.m. to 4:30 p.m.
• This position will work onsite at UND Grand Forks, ND campus

Purpose of Position

The Assistant to the Dean will be responsible for providing administrative and operational support to the Dean, the Dean’s office, and the College by providing information management, interpreting requests, and implementing action.
 

Duties & Responsibilities

ASSISTANT TO THE DEAN 

• Responsible for prioritizing and streamlining the schedule for the Dean of the College of Arts & Sciences to include daily check-ins, scheduling meetings, and keeping the Dean on schedule for various activities. 
• Work closely with others to keep the Dean informed of upcoming events and meetings; anticipate needs and ensure the Dean has necessary materials and information for events and meetings. 
• Assist the Dean with regular, daily activities, special projects, and requests for information in a timely and effective manner. 
• As requested, professionally and appropriately communicate – via telephone, email, or printed materials – on behalf of the Dean to effectively share information internally and externally. 
• Run college-level reports, compose, edit, and type correspondence and reports, as requested. 
• Provide support for the five College standing committees, as needed.  

FIRST POINT OF CONTACT FOR THE DEAN’S OFFICE AND THE COLLEGE OF ARTS & SCIENCES

• In a professional and timely manner, answer phone calls and assist students, faculty, administrators, and others by problem solving to answer questions and/or refer to appropriate person/department. 
• Greet, welcome, and provide a positive and helpful experience for visitors to the Dean’s office, Columbia Hall, the College, and the campus; often times serving as a liaison with department-level staff. 
• Be knowledgeable and able to respond to a variety of requests for information including those pertaining to College and University policies and procedures. 
• Manage Arts & Sciences’ general email account, and scheduling of conference room. 

GENERAL OFFICE FUNCTIONS and GENERAL ADMINISTRATIVE DUTIES 

• Serve as the Building Safety and Security Representative (BSSR) for Columbia Hall.
• Coordinate and track facilities project requests, work order requests, and space changes as needed. 
• Retrieve, sort, and distribute mail.
• Serve as key coordinator, copy machine coordinator, and telephone coordinator. 
• Maintain, order, and distribute office supplies and equipment for the Dean’s office. 
• Manage the College Arts & Sciences’ faculty Listserv. 
• Ensure coffee and water are available for visitors to the Dean’s office. 
• Provide support for Dean’s office staff and administrators to include scheduling meetings and other informational requests. 
• Receive various information requests; problem solve to complete requests or delegate to proper individual/department. 
• Distribute information from the Dean’s office to department-level personnel regarding college level processes. 
• Collect, review and verify departmental responses to college-level requests for information; announce results of college processes, to include but not limited to faculty research initiatives. 

RECORDS and ASSET MANAGEMENT FOR THE DEAN’S OFFICE 

• Serve as project manager for the College Arts & Sciences staff and faculty personnel files. 
• Manage process for electronic faculty files; communicate and/or collect appropriate information to/from A&S departments’ personnel. 
• Serve as asset manager for the Dean’s office; complete and submit annual asset inventory. 
• Responsible for disposal of surplus property; prepare and submit required paperwork. 

PAYROLL and FINANCIAL SUPPORT 

• As requested, prepare and submit payroll revisions. 
• As requested and in back-up role, assist with summer session at the A&S dean level.
• As requested, facilitate and ensure accurate and timely stewardship of donations made to the college, including providing relevant background information to the Dean for correspondence and meetings.
• Collect and disseminate payroll and budget information, as requested. 
• Receive, review and approve department (student) field trip forms on behalf of the College; forward to appropriate office(s).

FACULTY EVALUATION PROCESSES 

• Identify efficiencies and process improvements for the submission of and management of faculty evaluations at the college level. 
• Receive and verify accuracy and completeness of annual faculty evaluations for tenured faculty, tenure-track, and special appointments. Follow up with departments for corrective action. 
• Serve as advisor to the Dean, administrative team, and department-level administration in annual faculty evaluation policies.
• Exclusive responsibility for management of the college platform used for
  • annual faculty evaluation submission and return process
  • submission of promotion and tenure dossiers
  • college-level review process for promotion and tenure

 COLLEGE AND UNIVERSITY SENATE ELECTIONS 

• Sole responsibility for organization and management of annual elections to five college-level standing committees, the Executive Committee of College Council, and A&S representatives to the University Senate.
• Use independent decision making to determine eligibility; prepare, distribute, and collect ballots; and communicate election results.
• Conduct other college-level elections, as requested.

Work as a team member to promote the success of the Dean, the College of Arts & Sciences and the University as a whole 

• Attend professional development opportunities as appropriate. 
• Support the workplace culture of the College by demonstrating the professional conduct and values expected of all employees.
• Represent UND in a professional manner at all times by providing excellent communication and customer service. 
• Perform additional duties as assigned. 
• Prioritize work with attention to deadlines; assure deadlines are met. 

Required Competencies

• Strong oral and written communication skills.
• Exhibit work habits reflecting reliability, organizational skills and a high degree of accuracy.
• Ability to effectively communicate with a diverse group of people while maintaining professionalism, confidentiality and a positive and helpful attitude.
• Ability to work independently as well as part of a team.
• Ability to problem solve.
• Capable and willing to work with and learn new technology to fulfill job duties.

Minimum Requirements

• Associate’s degree OR three years equivalent experience
• One year of administrative or office experience
• Competency with Microsoft Outlook, Word, and Excel
• Successful completion of a 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

• Work experience in an academic setting or clear understanding of academic structure.
• Experience coordinating and managing complex schedule of appointments.
• Experience with UND’s procurement process for ordering supplies and equipment.
• Experience with payroll and UND’s PeopleSoft HRMS module.
• Experience with PeopleSoft Campus Connection module.
• Experience with Perceptive Content.
• Knowledge of UND’s policies and procedures.

To Apply

Please submit cover letter and resume by 11:55pm of closing date.