Administrative Secretary - Aerospace/Space Studies

Grand Forks, ND
Apr 08, 2021
Employment Type
Full Time
Institution Type
Four-Year Institution
Position Information: DescriptionThe Administrative Secretary will provide administrative support to the Space Studies department, assisting faculty, students, and staff.  The position will also serve as the office manager.

Duties & Responsibilities
  • Assist the Space Studies Department Chairman in various administrative tasks
    • Maintain department calendar; scheduling of meetings, etc.
    • Attend department meetings and record minutes.
    • Disseminate information to faculty, students, and appropriate individuals.
    • Complete general correspondence as needed. 
  • Assist the Space Studies Department Chairman and faculty with budgets and grant expenditures.
    • Maintain spreadsheets of grant fund expenditures for needful faculty and staff
    • Assist with records and reports.
    • Coordinate purchases of budgeted supplies, equipment and software, purchasing locally as needed.
  • Arrange special events and public relation functions; including yearly Capstone Conference, S3 Conference, Orientation Week, and Colloquium Series.
    • Perform all duties related to planning and coordinating department conferences and presentations; including creating agendas and insuring that the planned events follow the agenda in a timely manner.
    • Coordinate planning with catering and other ancillary services such as transportation, parking, restaurants, housing, facilities, Aerospace tour guides, photographer, and ASN.
    • Manage motel and travel accommodations for guests; process travel reimbursements accordingly. Provide airport transportation for visiting VIPs.
    • Work with graphic designer to create and distribute invitations and announcements for special events via department website, UND websites and publications, and other appropriate methods.
    • Greet and assist invited guests, dignitaries and drop-in visitors.
  • Perform various duties relating to classes.
    • Coordinate semester class schedules with Registrar’s office according to faculty course rotation.
    • Maintain master schedule of department courses; maintain archive of syllabi from each course taught.
    • Order textbooks for courses, add have info added to website class schedule page;
    • Reserve classrooms for faculty for classes and final exams.
    • Provide special permission numbers to students as needed for registration.
    • Coordinate chat schedule for faculty each semester and have posted to website and added to Registrar class schedule.
    • Assist grad director with CourseLeaf course changes and catalog copy revisions.
  • Student recruitment
    • Answer all incoming program information requests from prospective students, via requests by email, telephone, website and drop-in visitors.
    • Process mail-out of promotional materials, revise and order printed promotional materials as needed.
    • Work with graphic designer and chairman to design promotional materials and place order.
    • Schedule visits and prepare agendas for visiting prospective students.
    • Assist chairman to determine recruitment budget spending.
    • Arrange exhibit booth at selected conferences; includes purchasing booth space, arranging booth necessities and promo materials, shipping of materials if necessary.
    • Arrange travel to conferences; including submission of necessary travel and shipping documents.
    • Host the booth at the conference selected for student recruitment; distribute promo materials; and promote program to interested parties.
    • Confer with chairman and organize advertising of program as needed, working with graphic designer.
  • Design and maintain department website.
    • Coordinate all website design and upgrades with ASN personnel.
    • Add news items to webpage and Facebook, including adding related links, photos and documents.
    • Revise and add website FAQs as needed, in conjunction with other campus-wide processes and frequently asked questions.
    • Maintain colloquium website with new additions as presentations are completed, by coordinating with ASN personnel.
    • Maintain and moderate student research page and alumni website.
  • Maintain student records and guide students through forms process.
    • Maintain up to date file for each enrolled grad student, including all current data and submitted forms.
    • Guide needful students through forms completion for changes in registration, petitions, and other grad school forms.
    • Coordinate academic processes with Graduate School, Student Account Services and the Registrar's Office on behalf of student as needed.
    • Track and inform students of academic deadlines, including a semester calendar of important dates.
    • Route necessary correspondence and forms in a timely manner.
    • Maintain enrollment growth chart and alumni database.
    • Assist grad director with admissions process and paperwork. Notify new admits of start-up procedures.
  • Perform various departmental duties.
    • Perform departmental telephone counselor duties, including equipment repairs, additions and moves, provide training for new employees
    • Maintain use of photocopier, order supplies and provide monthly accounting reports.
    • Perform all purchasing duties for department purchases, i.e. purchase requisitions, placing orders online or locally, tracking receipt, follow-up on purchases not received, and payment processing; obtaining logo approval if necessary.
    • Process invoice payment and ordering via Jaggaer. Process purchasing card monthly accounting report.
    • Maintain department property inventory database and provide yearly physical inventory.
    • Maintain employee key inventory, including yearly physical key inventory.
    • Route incoming calls and disseminate messages as appropriate as a 1st incoming line.
    • Open, process and distribute incoming mail and prepare outgoing mail.
    • Process all payroll forms to Aerospace HR department and maintain personnel files.
    • Hire and supervise office assistant personnel.
    • Organize department storage and maintain storage retention standards.
    • Order lunches for department functions such as colloquium events and brown bag series; process necessary paperwork; purchase locally if needed.
    • Schedule, advertise and promote student presentations with assistance from graphic designer for flyers and posters.
    • Maintain schedule for department conference room CH 521, Ryan Hall 111, and Robin Hall 203.
    • Call in work orders to Facilities to maintain building in proper operating condition.
Required Competencies
    Exceptional interpersonal skills, both written and verbal.Strong customer service skills and positive attitude.Exceptional leadership skills, and strong communication skills with the ability to work in a detail-oriented atmosphere.Exceptional ability to multi-task and function with a high degree of accuracy.Problem-solving skills.Requires proficient use of computer hardware and software, computer, printer, copier, fax. Ability to work with a diverse population, including international students.Ability to maintain confidentiality.Ability to work effectively with faculty and staff from a variety of backgrounds within and outside of UND.
Minimum Requirements
    High school diploma or equivalency.Proficiency with Microsoft Office and Outlook.Two years of postsecondary education or equivalent administrative experience.Experience with database technologiesSuccessful 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
    Experience in an academic setting.Experience with UND programs such as Peoplesoft, Jaggaer, Recruiting Solutions, Follette, and others.Experience with Aerospace AIMS HR system.Experience with UND administrative, travel, accounting, purchasing, human resources and affirmative action policies and procedures.Experience with marketing and promotion.
Minimum Hiring Salary/Position Classification$35,000 annual, Non-Exempt, Full-time, Benefited

Work Schedule/Start DateMonday-Friday: 8:00 am – 4:30 pm

BenefitsIncludes 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 ApplyFor 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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