Salary/Position Classification

• $42,500-$46,500 Annual, Dependent on Experience, Non-Exempt (Eligible for overtime)
• 40 hours per week
• This position will work onsite at the Grand Forks, ND campus

Purpose of Position

Reporting to the Director of Safety, the Administrative Assistant is responsible for processing all event requests for the campus and performing the administrative duties within the Office of Safety for the Department of Public Safety (DPS) unit at the University of North Dakota (UND).

Duties & Responsibilities

• Provide administrative assistance to the Department of Public Safety and all support staff within the Department. Position performs a wide variety of administrative duties such as specialized reports and maintains office master calendar.
  • Maintain a calendar of activities, meetings, and various events for the AVP and staff; coordinate activities with public and outside agencies; receive, prepare, and distribute communications and correspondence amongst department and campus.
  • Greet departmental visitors and answer departmental phone calls.
  • Assist in the application and communication of policies.
  • Assist supervisor with the resolution of problems.
  • Analyze administrative operating practices to create new systems or revise established procedures.
  • Type, proofread a wide variety of reports, letters; independently compose correspondence related to assigned responsibilities; provide support services for assigned department; monitor workload, work activities, priorities, and deadlines; create quarterly newsletter.
  • Ensure compliance with departmental guidelines, policies, and procedures.
  • Serve as backup for all Vector Solutions programs.
• Coordinator for all functions of incident reporting, fire inspections, and activities/events
  • Assist in the management of incident reporting whether employee, student, or visitor, and maintain accurate databases.
  • Maintain an ongoing knowledge of campus buildings, events, and activities to better provide service to customers.
  • Analyze or revise established office procedures and keep procedures up-to-date.
  • Monitor fire inspections performed on an annual basis for all University buildings, type up inspections and past due notices, and documents of completed corrective actions.
  • Review and process activities/events submitted to UND Office of Safety, act as a liaison for the review committee and event contact, ensure that policies/procedures are addressed on forms/responses, and ensure that all parties are notified of the status of their event.
  • Ensure that all functions of the Office of Safety are accurate and submitted in a timely manner. 
• Provide administrative services for subcommittees under the Loss Control Committee, and departmental meetings
  • Send out agendas, and type minutes for subcommittees of the Loss Control Committee in a timely manner.
  • Maintain a record of members, agendas, and minutes for all committees and subcommittees overseen by the Office of Safety.
  • Provide backup support for Office Manager and Risk Management Officer for committee and subcommittee meetings.
  • Ensure all meetings are scheduled and recorded in a timely manner.
• Other duties as assigned
  • Provide and coordinate assistance in greeting customers and visitors, distribution of departmental mail, and activity/event questions/concerns.
  • Operate standard office equipment and software.
  • Arrange for seamless coverage of the primary telephone.

Required Competencies

• Strong interpersonal skills with the ability to communicate with and understand the needs of others.
• Must have the ability to multi-task.
• Detail oriented.
• Ability to communicate effectively both verbally and in writing
• Demonstrated ability to produce high quality results with tight timelines.
• Effective planning, analytical, and problem-solving skills.

Minimum Requirements

• High School Diploma/GED
• Four years of directly related work experience in a professional office setting
• Experience working with Microsoft Word, Excel and Outlook software
• Customer service experience
• 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

• Experience working in higher education
• Experience with UND policy and procedures