University of North Dakota · 16 hours ago
Administrative Assistant II
United States
Full-time
Remote
Entry Level
$40K/yr - $40K/yr
2+ years expThe University of North Dakota is currently hiring for the position of Administrative Assistant II. This role is responsible for providing administrative assistance to the Designated Institutional Official and Chair of the Department of Neurology, managing daily operations, and serving as a liaison to various constituents.
EducationTrainingUniversities
No H1B
Responsibilities
Support the Designated Institutional Official of Graduate Medical Education
Review and answer correspondence with Program Coordinators, Residents, Fellows, etc
Plan events such as New Resident Orientation, Special Reviews and other GME-related meetings
Assist supervisor in the revision, application and communication of GMEC policies
Coordinate and contribute to the collection of data for internal and external annual reports, internal resident surveys, etc
Research, draft, and manage the budget of the GME Office and pay bills
Assist supervisor with the resolution of problems in MedHub by communicating with involved parties, researching issues, and making recommendations
Analyze administrative operating practices to create new systems or revise established procedures
Work collaboratively with GMEC administrative officer to prepare for GMEC meetings
Track citations, self-studies, and site visit return dates, etc
Revise GME annual report template with ACGME requirements when updates occur
Coordinate mandatory orientation modules statewide
Complete maintenance tasks in MedHub and provide administrative support to residency programs
Invoice residencies
Coordinate site visits
Complete all necessary travel-related duties to include registration, travel reimbursement, car reservations, etc
Compose all correspondence as directed by the DIO and retrieve the mail at least twice daily
Schedule meetings, take minutes, secure rooms, schedule video conferences, provide handouts, complete reimbursements, etc
File documents under the Versatile system and according to the records retention policy
Copy, scan, edit, format documents, etc
Manage the calendar of the DIO
Work collaboratively with all internal and external constituents
Answer phones
Complete inventory
Order office supplies
Complete Payroll and Human Resources-related functions
Support the Chair of the Department of Neurology
Provide support for the Neurology clerkship at each of the 4 campuses
Provide support for the Neurology Sub-Internship at Fargo campus
Assist with planning the curriculum for the Neurology clerkship and sub-internship
Assist the Neurology clerkship director and department chair in preparing and maintaining the clerkship schedules and the annual clerkship report
Work closely with Neurology in setting up meetings (IVN or IP) for lectures throughout the clerkship
Prepare clerkship materials for students. Distribute to students as they progress through the clerkship
Order the National Board Subject exam and reserve room for taking exams at the beginning of each clerkship. Proctor the exams as scheduled on the last day of each clerkship and return them to the NBME
Support the Neurology Residency Director in running the neurology residency
Contact preceptors before clerkship begins; send mid-clerkship and end-clerkship evaluation forms to preceptors and make sure they are completed and returned in a timely fashion
Keep in contact with students throughout the clerkship to make sure they are completing assignments including online evaluations
Prepare agendas, materials, and attend student meetings, quarterly Neurology Clinical Coordinating Committee meetings, and other meetings throughout the year. Attend clerkship coordinator meetings as scheduled
Prepare faculty appointments, contracts, and payments for Community Faculty and Health Facilities (i.e., Altru, Sanford, etc.)
Send Invoices/payments electronically to Accounting Services and process payments in ImageNow
Maintain student and faculty files for all four campus sites in Versatile; and follow the records retention policy
Complete Payroll and Human Resources-related functions
Work closely with Neurology Residency Program Coordinator in the hire and billing process for UND Neurology residents including: Initiate and disseminate the criminal history background check form and tracking status of the check. Submit the hire into the payroll database. Return completed insurance application forms to the SMHS Office of Administration and Finance. Complete Section 2 of the electronic 1-9 according to UND/SMHS policies and procedures. Ensure that E-Verification of employment is completed when confirmation of satisfactory background check is received. Remind residents to visit their financial institution to establish an account for the direct deposit of paychecks. Send listing of new residents and those who have left the program to the Office of Administration and Finance in a timely manner. Notify the Office of Administration and Finance of changes in residency hire or term dates so that insurance policies can be appropriately extended or cancelled. Coordinate completion of FMLA paperwork, when needed. Send and receive UND Neurology resident contracts and insurance applications working in conjunction with the program coordinator. For candidates requiring visa work, work closely with appropriate personnel to initiate, track, and finalize the process. Ensure that all human resource, payroll, and affirmative action policies and procedures are followed
Complete billing tasks for the SMHS Office of Administration in Finance in conjunction with the program coordinator
Qualification
Required
Associate's degree in office administration, secretarial or related
Two years' directly related experience in an office setting
Experience with Word, Excel, and Outlook Calendar
Successful completion of a Criminal History Background Check
Knowledge of and experience with PeopleSoft software, forms, and procedures
Ability to multi-task and prioritize assignments to consistently provide timely and accurate data and information
Excellent interpersonal, verbal, and written communication skills
Ability to work with diverse groups to accomplish the mission of the offices of the DIO and Neurology
Ability to ensure timely and accurate follow-up
Ability to establish and maintain excellent working relationships
Ability to maintain confidentiality
Ability to multitask and prioritize assignments to consistently provide timely and accurate data and information
Ability to work effectively with faculty and staff from a variety of backgrounds within and outside UND
Preferred
Four years' directly related experience in an office setting
Experience with UND and SMHS administrative, travel, accounting, purchasing, human resource, and affirmative action policies and procedures
Experience in graduate medical education
Experience with Perceptive Content
Experience managing grants
Benefits
Single or family health care coverage (UND pays the full premium)
Life insurance
Employee assistance program
Retirement plans with generous employer contributions
Annual & sick leave in addition to 10 paid holidays
Supplemental life
Dental
Vision
Flexible spending account
Supplemental retirement plans
Employee tuition waiver
A variety of professional development opportunities
Company
University of North Dakota
University of North Dakota is a school in Grand Forks.
1001-5000 employees
Funding
Current Stage
Late StageTotal Funding
$22.27MKey Investors
US Department of Commerce, Economic Development AdministationUS Department of EnergyNASA
2024-12-23Grant· $1.3M
2023-09-28Grant· $0.1M
2023-09-21Grant· $3M
Leadership Team
Mark Askelson
Associate Vice President for Research--National Security
Recent News
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2025-12-12
2025-12-09
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