Administrative Assistant

The Department of Surgery at the University of North Dakota School of Medicine & Health Sciences is responsible for all aspects of training and education of general surgery residents for the UND General Surgery Residency Program. In addition, the department is responsible for the surgical education block for UND SMHS medical students. The department also participates in basic science and clinical research in surgically related fields with expectations for contributions to the surgical and basic science literature on an annual basis. The department maintains a fully accredited, ACGME surgical residency program and participates in all aspects of medical student education in general surgery, both in the pre-clinical and clinical years. The primary mission of the Department of Surgery is to maintain excellence in teaching, research, and service for all facets of the general surgery program at the University of North Dakota School of Medicine & Health Sciences.

The purpose of this position is to assist the Chair and Program Director in the management of all conferences for the general surgical residency program as well as residency program compliance with regulatory standards and maintenance of essential documentation required for program viability. This position also performs general office functions on a daily basis for the Department of Surgery.

Position Benefits

Benefits include single or family health care coverage (UND pays the full premium), $12,000 in basic life insurance, employee assistance program, retirement plans with generous employer contributions, annual & sick leave in addition to 11 paid holidays.

Optional benefits include supplemental life, dental, vision, flexible spending account, supplemental retirement plans.

UND also offers an employee tuition waiver and a variety of professional development opportunities.

Find out more about UND’s great benefits and perks here!

Duties & Responsibilities

• Perform Faculty Coordinator Responsibilities for Faculty appointments and the Committee on Promotion and Tenure
• Tasks involved in fulfilling above duty/responsibility (include description of physical demands for individual task)
• Communicate with current faculty to answer questions, concerns or resolve issues related to faculty guidelines, promotions, and benefits.
• Generate and process all faculty appointments and related paperwork, including faculty contracts and certificates.
• Maintain faculty files, faculty database, website, and including maintenance of Curriculum Vitaes.
• Create faculty internet accounts and various mailing lists.
• Maintain Time Commitment Worksheets.
• Keep current on faculty and Committee on Promotion and Tenure issues that might impact the SMHS Surgery Department; update departmental guidelines accordingly.
• Coordinate all promotion and tenure activities including maintaining faculty profiles.
• Initiate vouchers for payment to faculty for teaching quarterly or yearly.
• Coordinate Conferences and Continuing Medical Education (CME) Functions for the Residency Program
• Tasks involved in fulfilling above duty/responsibility (include description of physical demands for individual task)
• Responsible for all aspects of ensuring conferences are held, required paperwork is completed and maintained, and Continuing Medical Education credits are initiated. This includes:
• Obtaining speakers and coordinating topics and objectives for various conferences and activities including Surgery Grand Rounds, Visiting Professors/Lecturers, Surgery Resident Colloquium, Morbidity and Mortality Conference, Resident Lecture Schedules, and ABSITE Review course, etc.
• Coordinating the application process for CME credits including typing the application form and producing/retrieving/disseminating the paperwork to accompany the application.
• Produce and disseminate all summary documents following conferences such as attendance sheets, evaluations, etc.
• Maintain Conference database with topic and speaker information.
• Serve as Records Coordinator for Faculty, Conferences, and Alumni Accounts
• Create and maintain faculty files in filing program Versatile. Create online files in Versatile for all faculty and conference files.
• Perform Office Management Functions for the Surgery Program Director and Department Chair.
• Coordinate with other departmental and SMHS staff on Resident Development Program issues.
• Maintain calendars for the Department Chair and Program Director
• Take dictation, compose and type letters/memos.
• Maintain and disseminate current continuing medical education regulations, policies, etc.
• Answer incoming calls for the department-handle or transfer as appropriate.
• Perform mail functions for the department.
• Maintain all office equipment.
• Initiate vouchers for payment to faculty, Visiting Speakers, etc. and review for accuracy of accounts; maintain receipts and related paperwork for the Resident Development Fund and the other Alumni accounts.
• Create and maintain Listserv lists to all faculty, etc for conferences and newsletter.
• Serve as Website Coordinator and Newsletter Coordinator for the Department of Surgery
• Oversee the overall design and management of the Department of Surgery Website.
• Ensuring updates for conferences, faculty listing, bios for faculty and staff, coordinating with residency program and medical student coordinator for updates in resident and medical student sections.
• Compiling, constructing, and coordinating information for the semi-annual Surgery Newsletter. Coordinating with the SMHS Public Relations Department on appropriate format and information.
• Distribution of the newsletter to all Surgery faculty, residents, etc.
• Serve as supervisor for student workers for certain job duties
• Supervision of student workers for creating, revising, maintenance of certain job duties such as creating conference flyers, conference CME tie-ups, scanning of files into filing program Versatile, updates in databases, mailing , photocopying, creating specialized lists, shredding, and assisting in other job duties for other staff.

Required Competencies

• Working knowledge in Microsoft Office (Word, Excel, Access, PowerPoint, and Outlook)
• Ability to learn various other computer programs specific to departmental needs
• Ability to function independently
• Excellent interpersonal communication skills including written and oral
• Ability to work as a team member
• Ability to handle multiple projects simultaneously
• Proficient problem solving skills
• High level of organizational and administrative skills
• Ability to use discretion
• Attention to details

Minimum Requirements

• Associate degree
• Two years of directly related experience
• Event planning experience
• Successful 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

• Bachelor’s degree
• Prior experience with PeopleSoft HRMS and Finance systems
• Experience using of University of North Dakota travel, purchasing, inventory, and records management policies and procedures

Minimum Hiring Salary/Position Classification

$38,000 minimum starting salary based on experience; Non-Exempt; Benefited; Full-time

Work Schedule/Start Date

Monday-Friday, 8:00am – 4:30pm with occasional evenings & weekends. Desired Start Date: April 15, 2022

To Apply

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

Additional Information

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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 or more 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 UND.edu. You may also request a paper copy of the report from the UND Police Department located at 3851 Campus Road, Grand Forks, ND, 58202.