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Administrative Assistant & Educational Support Services Specialist

University of North Dakota
Grand Forks, ND

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Position Information: Description

The Southwest Campus is tasked with helping UND School of Medicine carry out its mission to educate the next generation of physicians for North Dakota and beyond.

Duties & Responsibilities
    Provide Education Support Services to the Southwest Campus Academic Departments and other Educational ProgramsAct as liaison between the students and local faculty, as well as the campus clerkship directors of the Southwest Campus Academic Departments and other Educational ProgramsFacilitate communication of any educational concerns, questions, issues, and expectations between students, faculty, clerkship directors, and Departmental leaders as neededMaintain appropriate confidentiality and sensitivity while handling the sometimes complex issues that arise Provide assistance to faculty campus clerkship directors and local faculty in planning, preparing, and implementing educations plans, as neededWorking with campus clerkship directors, participate, organize, and assist in the establishment of new programs and activities to implement the curriculum on this CampusBe available to attend department retreats and other meetings relevant to department activities
Provide General Student Support Services, as assigned by the Associate Dean of the Southwest Campus to the Campus Academic Departments and other Educational Programs as well as for the Southwest Campus OfficeCoordinate, identify, and communicate student rotation schedules to the department personnel, department chairman, clinical coordinators, teaching faculty, hospitals/clinics, students, and other university faculty and staffArrange, schedule, plan, and attend (and lead as needed) student orientation sessions, and facilitate small group learning sessions when neededReport health, disciplinary, learning, or other problems to the Administrative Officer and/or Associate Dean, and assist in answering student inquiries and providing advice and guidanceHave an open-door policy and be available to meet with students as neededProvide Administrative Assistance to the Associate Deans, the Administrative Officer, and the Campus Academic Departments of Pediatrics, Neurology, Psychiatry, and Obstetrics and GynecologyAbility to accurately establish and maintain an effective working relationship with university personnel and the public which frequently requires delicate or difficult decision makingServe as initial contact/resource person  for the departmentsCoordinate and attend meetings for staff, students, and facultyGeneral management responsibilitiesWill be expected to assist in the day-to-day operation of the Southwest campus office, as directed by the Associate Dean and/or Administrative OfficerResponsible for insuring proper implementation of university/state policies and proceduresResponsible for assisting administrative office in absence of Administrative OfficerAdditional duties as assignedProfessional growth and developmentsAttend national or regional meetingsNetwork with other UNDSMHS employees and CoordinatorsSeek opportunities provided by university for professional developmentRequired Competencies
    Ability to build a positive, collaborative environmentDemonstrate professionalism and be hard-working, responsible, and accountableOutstanding prioritization and time-management skillsOutstanding people skillsMust be self-directed, able to work independently, and have skills in decision-makingMust possess excellent computer skills in basic programsFamiliarity with medical education
Minimum Requirements
    2-year Associates DegreeMinimum of 4 years of experience in an administrative assistance role or equivalentExperience with Microsoft Word, Excel, PowerPoint, OutlookExperience using videoconferencing platforms such as Zoom, WebEx, or similarValid driver’s 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. This position does not support visa sponsorship for continued employment.

Preferred Qualifications
  • Experience facilitating meetings
  • Experience working with healthcare systems
  • Experience applying UND/NDUS policies and procedures
Minimum Hiring Salary/Position Classification

$38,000/year. Full-time, Benefited, Non-Exempt

Work Schedule/Start Date

Monday - Friday, 8:00 am - 4:30 PM.  Requires occasional work outside of standard hours due to meetings or events.  This is an in person, on site position.


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 11:59 PM on the closing date.

Additional Information

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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