This position is open to internal candidates only. External candidates will not be reviewed or considered.

Salary/Position Classification

• $40,300+ Annual, Dependent on Experience, Non-Exempt (Eligible for overtime)
• 40 hours per week
• 100% Remote Work Availability: No
• Hybrid Work Availability (requires some time on campus): Yes

Purpose of Position

This purpose of this position is to provide high-level administrative assistance to the Associate Dean for GME, which includes performing skilled administrative and general office work, calendar management, data records, serving as the primary phone and in-person contact, drafting correspondence, assisting faculty or support staff, filing and records management, travel and billing assistance, and other clerical responsibilities.

Duties & Responsibilities

Provide Administrative Support to Associate Dean and Department

• Represent the Office of Graduate Medical Education by acting as the face of the department, responding to questions and requests for information while acting as a liaison between the Graduate Medical Education Office and other departments
• Track department, college and university deadlines that relate to the Graduate Medical Education program to help ensure deadlines are met
• Assist with major reports, annual audits and review of programs including ongoing ACGME accreditation related activities
• File documents  
• Maintain the electronic and versatile filing systems (assist with the maintenance of permanent records of all annual reports and important documents)
• Retrieve and review incoming mail and correspondence; respond as necessary and appropriate; draft correspondence
• Compile data as appropriate and prepare reports
• Act as a liaison with other departments and clinical learning environment partners
• Complete travel arrangements and reimbursements
• Assist with coordination of special events on and off campus as needed
• Process invoices as needed
• Order supplies
• Manage department budget
• Receive and direct phone calls and visitors to the appropriate faculty or staff member for action
• Manage the department website
• Coordinate the hiring for the department as needed  
  
  

Manage & Coordinate Projects

• Design standardized documents to be used for all residencies and fellowships sponsored by UND SMHS
• Submit contracts, PLA (Program Letters of Agreement) and MOU (Memorandums of Understanding) to legal department for review and track completion
• Maintain database entries for newly completed agreements 
  
  

Provide Administrative Support for Meetings and Events

• Schedule, take meeting minutes, create agenda, send communication/announcements, monitor action items/ensure the necessary follow up the following meetings/committees:
  • Campus Deans Meeting
  • Career Counselors trimester meetings
  • Regular meetings of residency and fellowship program directors
  • Regular meetings of residency and fellowship administrative staff
  • Other committees/meetings as assigned. This includes attending all meetings, contact other support services as needed (e.g., Technology Resources), ensure that meeting rooms are reserved, set up appropriately, or coordinate virtual meetings, and facilitate special needs for meetings that require connection of satellite locations
• Coordinate and manage the calendar of the Associate Dean for Graduate Medical Education and schedule other meetings and appointments  

Required Competencies

• Demonstrated proficiency with PC or Mac computers
• Demonstrated proficiency in Microsoft office software (Outlook, Teams, Word, Excel, PowerPoint)
• Excellent interpersonal, verbal, and written communication skills.
• Strong organizational skills
• Ability to create, edit and disseminate clear and concise communications
• Ability to multitask and prioritize personal workload, while meeting deadlines in a timely manner
• Ability to remain focused and detail-oriented with frequent distractions
• Ability to be self-directed and work both independently and as a member of a team
• Ability to assist and direct faculty, staff and students in a professional, courteous and empathetic manner
• Demonstrated willingness to learn new programs
• Excellent time management skills
• Dependability
• Accountability for producing complete, timely, and accurate data
• Ability to confidently make independent decisions and prioritize work
• Ability to adapt to changing situations and environments in a positive manner

Minimum Requirements

• High School diploma or GED
• Three years of experience in an administrative support position in an academic or business setting
• Experience in calendar management
• 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 transcribing meeting minutes
• Experience with NDUS, UND, and/or SMHS Policies
• Experience with the functionality of the medical curriculum at the SMHS

To Apply

Submit your cover letter, resume and references no later than 11:55pm on day of closing