Administrative Assistant for the Associate VP for Research: National Security

Salary/Position Classification

• $43,000 Annual, Non-Exempt (Eligible for overtime)
• 40 hours per week
• 100% Remote Work Availability: No
• Hybrid Work Availability: No

Purpose of Position

This position exists to serve as administrative support to Associate VP for Research: National Security. This position also serves as a divisional administrative resource and provides service to the public and members of the University community in a professional and efficient manner through interactions by phone, in person, by email, or research news blog.

Duties & Responsibilities

• Administrative support to the Associate VP for Research- National Security (AVPR-NS)
  • Assist with travel arrangements for personnel supporting the NSI and other VPRED functions as needed.

  • Assist with travel reimbursements/vouchers for personnel supporting the NSI and other VPRED functions as needed.

  • Collect and transcribe meeting minutes.

  • Answer and screen incoming calls, greet visitors, and provide direction appropriately.

  • Operate standard office equipment and software.

  • Make copies of correspondence and other printed materials, pick up and deliver mail, order office supplies, coordinate copy requests and duplicating needs, prepare printing requests for letterhead, business cards, and other printing needs.

  • Assist in day-to-day office activities/operations.

  • Maintain a contacts database.

  • Provide other administrative duties as assigned.
• Management/professional support to the AVPR-NS
  • Maintain an overall big picture of the NSI, keeping the AVPR and others, as needed, abreast of current events and situations requiring attention.

  • Function as a trusted advisor to the AVPR-NS and anticipate needs (keep event on track, provide notices and updates, and scan email as needed to ensure important tasks are completed, timelines are met, and correspondence is provided)

  • Manage, organize, and prioritize a multitude of duties and tasks on a daily basis and identify needed resources.

  • Exercise executive decision making in arranging/maintaining AVPR-NS calendar and travel schedule.

  • Communicate and handle confidential information; execute proper discretion with confidential information.

  • Facilitate administrative workflow to ensure timely flow of information to and from appropriate entities (e.g., meet regularly with AVPR-NS to obtain signatures, review information, etc.).

  • Contribute to the collection of data and material for annual reports and other publications.

  • Proofread division reports/documents associated with the NSI and other VPRED functions as needed.

  • Assist with creation, review, and editing of presentation materials (e.g., for meetings)

  • Schedule and organize meetings (e.g., reserve rooms; make technology arrangements; prepare agendas/invitations; collect, prepare, and distribute briefing materials; order refreshments as necessary, etc.)

  • Follow-up with action items for the NSI that result from meetings, as appropriate.

  • Analyze administrative operating practices to create or update office procedure manuals.

  • Provide problem-solving skills for office policies and procedures.

  • Assist supervisor in the application and communication of policies.

  • Analyze departmental equipment needs and make recommended purchases. 16. Assist with training, planning work assignments, and supervising of other employees as needed.

  • Assist with personnel effort tracking across projects.

  • Engage with stakeholders (meetings, correspondence, etc.) in support of the NSI. 19. Execute other management/professional duties as assigned
• Corporate Engagement and Outreach
  • Compose and produce correspondence with NSI team members, customers, and stakeholders while applying discretion regarding information and timing of correspondence.

  • Work closely to support Corporate Engagement & Commercialization

  • Assist in planning and/or arranging special events and projects as assigned.

  • Assist with executing outreach events, including travelling if necessary.

  • Produce materials associated with events (e.g., email notifications, flyers, mailings, etc.), as needed
• Special Projects and Duties as Assigned

Required Competencies

• Must have strong computer skills with proficiency in MS Word, Outlook, and Excel
• Must be detail oriented and accurate.
• Strong organizational skills.
• Demonstrated ability to prioritize multiple tasks and deadlines.
• Must be able to function independently as well as part of a team.
• Must possess maturity to handle confidentiality of sensitive information.
• Must possess cognitive thinking and deductive reasoning skills.
• Must be able to problem solve and prioritize.
• Strong interpersonal, verbal & written communication skills.
• Strong customer service skills.

Minimum Requirements

• High School Diploma
• 4+ years of directly related work experience
• Export Control Compliance
  • This position requires compliance with U.S. government export control laws and regulations. Applicants are required to be eligible for employment under U.S. export control laws and must meet the requirements of being a "U.S. Person" (U.S. citizen, lawful permanent resident, or protected individual as defined by 8 U.S.C.1324b (a)(3)). UND will not sponsor applicants for employment authorization for this position. Information collected in this regard will only be used to ensure compliance with U.S. export control laws and will be sued in compliance with all laws prohibiting discrimination on the basis of national origin and other factors.

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

• College experience or degree
• Knowledge of UND policies and procedures, such as travel, accounting, and payroll
• Experience interacting with various stakeholders (university, state, industry)
• Knowledge of autonomous systems
• Experience using PeopleSoft or other web-based applications is helpful.

To Apply

For full and prompt consideration, applications should be received by the closing date and include the following materials:

• U.S. Citizenship - must meet the requirements of being a "U.S. Person" - (U.S. citizen, lawful permanent resident, or protected individual as defined by 8 U.S.C.1324b (a)(3)
• Cover letter detailing how you meet the qualifications
• Resume