Administrative Officer

Grand Forks, ND
Apr 01, 2021
Employment Type
Full Time
Institution Type
Four-Year Institution
Position Information: Description

This is a short-term position to cover a protected leave of absence; approximate end date is February 2022.

This position will serve as the administrative officer for the Department of Surgery.  This position manages the daily operations of the department including supervising office staff and assessing and assigning workload to ensure appropriate staffing for all departmental activities.  The position will also serve in a resource and advisory capacity for the chair of the department, as will provide administrative support for the residency program. 

Duties & Responsibilities

Manage the daily administrative operations of the Department 

    Assess and evaluate department activities and daily functions and allocate these activities to department administrative staff as appropriate. In conjunction with the chairman participate in strategic planning for the department. Recommend changes and improvements in department function to the chairman as needed.

Supervise administrative support staff.

  • Hire, orient, train, evaluate, discipline and term administrative support staff of the department.
  • Manage workload of administrative staff in the department, ensuring appropriate staffing levels for daily work to be performed, including special events and projects, redistributing assignments as necessary.
  • Approve and track leave requests and associated payroll documents.
  • Attend training as needed to stay current on human resource and payroll systems and procedures.

Departmental financial management and budget.

  • Assist chair in creating annual budget for the department
  • Provide oversight to the monitoring and tracking of faculty and resident operating expenditures
  • Provide oversight to the monitoring and tracking of office expenditures, utilizing designed reports and PS-Finance module resources
  • Advise chair and staff on financial status of department Create and disseminate financial data and reports, communicating issues in timely fashion to appropriate individuals.
  • Administrate, monitor and track departmental faculty salary plan in conjunction and collaboration with Office of Administration and Finance staff.

Provide administrative support for Rural Surgery Support Program (RSSP)

  • Monitor and track RSSP, including scheduling of faculty assignments in program.
  • Monitor and track budgetary aspects of RSSP Administer and maintain contracts between RSSP and rural hospitals enrolled in program.
  • Communicate with personnel from rural hospitals and health facilities to evaluate operations and make improvements as needed.

Assist with Residency Associate Program Coordinator functions.

  • Day to day management of functions of residency program.
  • Assist program coordinator with administrative functions of residency program for southeast campus.
  • Provide guidance and administrative support for general surgery residents.

Special projects

  • Plan and coordinate special projects within the department at the discretion of the chairman.
  • Assign or coordinate itineraries for visiting speakers and collaborators.
  • Work effectively with the Deans office for special events for the SMHS.
Required Competencies
    Demonstrate excellent interpersonal, verbal, and written communication skillsPlan and coordinate retreats, meetings and special eventsMultitask and prioritize assignments to consistently provide timely and accurate data and information for the department and outside entities.Be self-directed and work both independently and as a member of a teamWork with diverse groups to accomplish the mission of the department, the SMHS, and UND as a wholeTravel between the Grand Forks and Fargo offices as required
Minimum Requirements
    Bachelors Degree in Business Administration, Finance, or related field2 years of experience managing daily activities of an office2 years of supervisory experienceExperience with Microsoft Office Word and ExcelExperience with maintaining complex schedules using Outlook or equivalent scheduling softwareExperience with planning and coordinating itineraries and travelValid drivers licenseSuccessful completion of criminal history records 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.

Preferred Qualifications
    Masters Degree in Business Administration, Finance or related fieldExperience working in an academic or healthcare settingExperience with NDUS, UND, SMHS policies and procedures especially administrative, travel, human resources and payroll servicesExperience with PeopleSoft HRMS and Finance modulesExperience with medical educationExperience with residency training in surgery
Minimum Hiring Salary/Position Classification

Dependent on Experience / This position is not permanent, ONLY a 10-month position with an estimated end date of February 2022

Work Schedule/Start Date

Generally Mon-Friday 8am-4:30pm.

Start date: May 10, 2021


Includes single or family health care coverage (premiums paid for by the university), basic life insurance, EAP, retirement plan, tuition waiver, annual and sick leave. Optional benefits available: supplemental life, dental, vision, flexible spending account, supplemental retirement plans.

To Apply

For full consideration, all application materials must be fully submitted by 11:59PM on the closing date.

Additional Information

To find out why living and working in Greater Grand Forks is way cooler, check out Grand Forks is Cooler.

All information listed in this position announcement will be used by Human Resources, the Hiring Department, and EO/Title IX for screening, interviewing and selection purposes.

Confidentiality of Application Materials

Pursuant to NDCC 44-04-18.27, applications and any records related to the applications that identify an applicant are confidential, except records related to the finalists of the position, which are open to the public after the search committee has identified the top three finalists who will be invited to campus.

EEO Statement

The University of North Dakota is an Affirmative Action/Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or other protected characteristic. Women, minorities, veterans, individuals with disabilities, and members of other underrepresented groups are especially encouraged to apply. Applicants are invited to provide information regarding their gender, race and/or ethnicity, veteran’s status and disability status as part of the application process. This information will remain confidential and separate from your application.

Veteran’s Preference

Veterans claiming preference must submit all proof of eligibility by the closing date. Proof of eligibility includes a DD-214 or NGB 22 and if claiming disabled status, a current letter of disability from the VA dated within the last 12 months.

Clery Statement

In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the University of North Dakota publishes an Annual Security and Fire Safety Report. The report includes the university’s policies, procedures, and programs concerning safety and security, as well as three years’ of crime statistics for our campus. As a prospective employee, you are entitled to a copy of this report. The report and statistical data can be found online at You may also request a paper copy of the report from the UND Police Department located at 3851 Campus Road, Grand Forks, ND, 58202.

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