Administrative Assistant - North Dakota University System : Job Details

Description & Details:

This position supports a dynamic team dedicated to engaging diverse audiences across North Dakota State University (NDSU) campus and across the state of North Dakota. This position will provide essential administrative support to the NDSU Extension Farm & Ranch Safety Specialist, the 4-H Youth Development Assistant Director and the Agricultural and Family Education (AFE) Department. Responsibilities include organizing events, coordinating meetings and events, and supporting department faculty. This role aims to foster a collaborative environment among a working team, ensuring effective support.

Specific Responsibilities:

Include, but are not limited to the following:

* Program/Event Registration and Planning: Reserve spaces for meetings and events. Manage and support program/event registration and planning, making travel reservations, and secure supplies. Complete necessary paperwork for purchases. Examples of program events may include Farm Safety Camp, Stop the Bleed Trainings, Farm First-Aid Kit Programs, and 4-H professional development trainings for Extension agents (both in-state and out-of-state).

* Financial Management: manage sponsorships, and grant funds. Assist in developing and managing budgets for events and programs. Keep and update financial records.

* Meeting Facilitation: Assist with facilitating in-person and virtual meetings. Take detailed meeting minutes, track attendance, and send follow-up emails. Schedule and support planning of meetings as assigned.

* Inventory and Insurance Management: Manage farm and ranch safety program inventory and insurance, including inventory and management of educational trunks.

* Record Keeping: Keep accurate records and submit/create required forms, certificates, and rosters during program events. Ensure accurate certification status records for events like Stop the Bleed trainings and Farm Safety Camp.

* Website and Media Management: Update and revise webpages, support media efforts (working with social media experts to post and plan marketing resources).

* Data Entry and Documentation: Enter data including evaluation results, pre/post-test results, and demographics. Perform mail merging and format mailing labels. Assist with copying and scanning documents. Support undergraduate and graduate students' enrollment for classes.

* Course Management: Assist with course set-up. Annually update pages within the university course catalog. Order and purchase supplies as needed. Assist with mailings. Submit and edit course schedules as needed.

* Additional Duties: Perform other duties as assigned.

Work Schedule:

Monday through Friday, 8 a.m. to 5 p.m. This is a full-time, 12-month position with a minimum of 40 hours per week within NDSU Agriculture and NDSU Extension, entailing occasional evening and weekend commitments. Instead of accruing overtime, extended hours are flexed into time off. Statewide travel is required. Overnight trips will also be required on occasion for meetings, activities, trainings, and professional development. This role operates under the supervision of the 4-H Youth Development Assistant Director. This position will be housed within the state 4-H office, conveniently situated on the NDSU campus in Fargo, specifically in the Family Life Center (FLC) building, room 219.

Advertised Salary: $43,000+ commensurate with experience.

Minimum Qualifications:

* Education: Associate's Degree, two years of college, or 3 years of previous experience. Degree emphasis in Business, Office Management, Secretarial Studies, People Management, or a related field is preferred.

* Experience: At least 3 years of related work experience in office operations/support in a multi-staffed office or business environment. Demonstrated ability to move projects from start to finish.

* Technical Skills: Intermediate to advanced capabilities in using various computer equipment and application software supported by the university, including Microsoft Office Suite (Word, Excel, TEAMS, PowerPoint, Outlook), as well as ZOOM and other computer interface tools/applications/resources.

* Social Media Proficiency: Beginner to intermediate knowledge and experience with social media platforms.

* Office Equipment: Proficiency in using office equipment such as copy machines and large networked printers.

* Interpersonal Skills: Strong public speaking, listening, and writing skills that ensure quality and professional customer service. Demonstrated ability to communicate effectively with diverse audiences.

* Organizational Skills: Strong organizational and prioritization skills, attention to detail, strategic thinking, and the ability to plan ahead. Able to work with limited oversight and effectively manage time to complete tasks promptly.

* Networking Ability: Ability to network across departments and establish relationships within the university system and across Extension.

* Proactive and Responsible: Undertake tasks in a proactive and responsible manner on behalf of the team. Resolve differences constructively using tact, courtesy, respect, and diplomacy. Ability to handle confidential information appropriately.

* Communication Skills: Effective time management and follow-through communication. Prompt and accountable in attendance for work and meetings, fully engaged in tasks.

* Autonomy: Ability to work with minimal supervision, including prioritizing workloads to meet deadlines.

* Driver's License: Possess a valid driver's license.

Preferred Qualifications:

* Experience: At least 6 years of related work experience in office operations/support in a multi-staffed office or business environment. Demonstrated ability to move projects from start to finish.

* Knowledge: Basic understanding of the Cooperative Extension System and the land-grant university mission and structure.

* Organizational Skills: Experience in using organizational and logistical skills to lead, organize, implement, manage, and market diverse tasks, events, and activities with high attention to detail.

* Event Planning and Management: Proven experience in planning and managing events, ensuring all logistical aspects are handled efficiently.

* Leadership: Demonstrated ability to take initiative and lead projects, working independently with minimal supervision while effectively prioritizing workloads to meet deadlines.

* Adaptability: Ability to adapt to changing environments and handle multiple tasks simultaneously in a fast-paced setting.

Applicant Materials Required:

Resume and Cover Letter

Benefits:

NDSU offers a comprehensive benefits package which includes single or family health insurance coverage with premiums paid for by the university - with an effective date for new employees the first of the month following date of hire. Other benefits include: wellness benefits, basic life insurance, retirement plan, tuition waiver, annual leave, EAP, sick leave and holiday pay. Optional benefits include: supplemental life, dental, vision, long-term care insurance, flexible spending account, and supplemental retirement plans.

About Us:

North Dakota State University is distinctive as a student focused, land-grant, research university. We educate leaders who solve national and global challenges by providing affordable access to an excellent education that combines teaching and research in a rich learning environment.

NDSU is in the highest Carnegie Classification of Institutions of Higher Education, R1, granted to the top research institutions in the country.

NDSU has offices across the state of North Dakota, and the main campus is in Fargo, on the Minnesota border. Along with Moorhead, Minnesota, Fargo forms one of the largest metropolitan centers between Minneapolis and Seattle. The community is consistently ranked as one of the best places to live.

No Smoking Notice:

As an employer, the State of North Dakota prohibits smoking in all places of state employment in accordance with N.D.C.C. 23-12-10.

EO/AA Statement:

North Dakota State University is an Equal Opportunity employer and all qualified applicants will receive consideration for employment without regard to age, color, gender expression/identity, genetic information, marital status, national origin, participation in lawful off-campus activity, physical or mental disability, pregnancy, public assistance status, race, religion, sex, sexual orientation, spousal relationship to current employee, or veteran status, as applicable.

Diversity Statement:

NDSU strives to be a community of belonging, recognizing unique differences as strengths of our university. We seek to recruit and retain a diverse workforce that supports a community in which diverse populations and perspectives will know and learn from one another. NDSU values candidates who are committed to our core values of respect, inclusivity, community, creativity, excellence, impact, innovation, integrity, resilience, responsiveness, and transformation. Successful candidates will be committed to and help advance our strategic goal to create and maintain an open and respectful environment to promote inclusivity and diversity as a cornerstone of education, research, and outreach.

Veteran's Preference Notice:

This position is subject to North Dakota Veteran's Preference requirements.

Reasonable Accommodation Information

North Dakota State University is committed to providing access and reasonable accommodation in its services, programs, activities, education, and employment for individuals with disabilities. To request disability accommodation in the application process, please contact Human Resources at 701-###-#### or [email protected].