Full job description

494813
Grand Forks, North Dakota, United States
Enrollment Management
Administrative/Professional
Project Management
Full-time Staff
Closing on: Jun 20 2024

Salary/Position Classification
$45,000 - $47,250 Annual, Dependent on Experience, Non-Exempt (Eligible for overtime)
40 hours per week
100% Remote Work Availability: No
Hybrid Work Availability: No
Purpose of Position

This individual will serve as the project manager and executive assistant for the VPSEM. The position will support and facilitate the work of the VPSEM and the Directors within the Unit. This individual is responsible for maintaining the VPSEM’s calendar, collecting agenda items, taking minutes, and tracking data for Red Team and Strategic Enrollment Planning Committee meetings, working with Facilities, and making travel arrangements. This position will lead and manage new partner agreements and other NDUS MOUs and International Agreements to ensure positive enrollment and financials. This position will coordinate on and off campus events within the VPSEM unit and serve as the first point of contact to visitors of the VPSEM office, maintaining a friendly reception area and managing the main phone line.

Duties & Responsibilities
Project management and lead contracts, MOUs, and International agreements
Track budgets and revenue to determine the viability of the program and its ability to grow in coordination with VPSEM and HR & Budget Manager.
Lead communications with UND campus faculty and staff while maintaining high independence, confidentiality, and professionalism.
Schedule meetings, reserve rooms, prepare agendas, send invitations, set up virtual meetings, collect, prepare, and distribute briefing materials, take notes/minutes, and place catering requests as needed.
Lead on agreements with appropriate language from Enrollment Management and other key UND areas. Work with Legal Counsel and Provost’s Office on final approval of MOU.
Lead the data collection for financial aid leveraging and projecting Return on Investment (ROI) with new student enrollment.
Ability to build and display PowerBI dashboards.
Work with the University Analytics and Planning team.
Executive Assistant to the Vice Provost of Strategic Enrollment Management (VPSEM) and Enrollment Management (EM) Unit Directors
Provide professional, executive-level support to the VPSEM.
Assist the VPSEM with the implementation of initiatives and accomplishing the strategic enrollment plan goals.
Assist the VPSEM with exploring and developing partnerships, including with other campus units and universities.
Schedule meetings and maintain VPSEM’s calendar, exercising executive decision-making in arranging/maintaining VPSEM calendar and travel schedule.
Reserve rooms, prepare agendas, send invitations, set up virtual meetings, collect, prepare, and distribute briefing materials, take notes/minutes, and manage catering requests.
Research information, coordinate, and contribute to data collection for reports, projects, etc.
Compose and edit correspondence, reports, and other documents for VPSEM and EM Directors as requested.
Coordinate VPSEM sponsorships with on and off-campus departments and organizations.
Oversee and coordinate the high-level executive events that VPSEM attends.
Work independently and use time-management skills to set and meet deadlines.
Work collaboratively within VPAA and other divisions both on and off campus.
Lead and manage the annual review of policy and procedures manuals for all Enrollment Management staff. o Track completed P&P in collaboration with Directors. o Annual assistance with tracking updates in the UND Catalog.
Perform other administrative support tasks, including drafting and proofreading correspondence.
Administrative support to VPSEM and SEM Leadership team
Greet visitors (students, faculty, staff, alumni, etc.) in a professional manner.
Answer the department’s main phone line, providing the highest quality customer service.
Assist in day-to-day office activities and operations.
Assist with travel arrangements (purchase airline tickets, registrations, hotel reservations, etc.) for VPSEM and VPSEM Leadership team.
Event planning and coordination for the Enrollment Management unit to include University Admissions, Student Finance, International Center, and Veterans & Military Services:
Complete on-campus forms to reserve rooms.
Make technology arrangements.
Coordinate with the Parking Office to ensure adequate parking options are available.
Assist with room setup and teardown. o Coordinate, submit, and manage catering orders.
Assist with developing and carrying out a communication plan for events.
Order, organize, and manage office equipment, inventory, and supplies.
Manage and submit annual equipment and key inventories.
Telecomm coordination - assist with pulling reports, requesting lines for new staff, etc.

New employee onboarding:
Coordinate phone setups and updates for division staff with UIT.
Request EDA and keys for division staff to order business cards.
Lead Stewardship Activities and Campus Events
Manage stewardship process on behalf of the Enrollment Management Unit to donors who contribute towards scholarships.
Act as a lead on behalf of UND for the annual scholarship thank you note event for over 7,000 students across campus.
Thank you note coordination: Communicate to all UND merit, Open Door, Engelstad, and Heart of America Patriot Foundation recipients to complete thank you notes to their donor(s); Coordinate thank you notes with Student Finance and Alumni Association and Foundation.
Market and communicate thank you note event(s)
Track completion.
Partner with Foundation to mail thank-you notes to donors
Conduct research of peer competitors’ scholarship programs and cost of attendance to provide information for consideration for future scholarship packaging.
Assist the Human Resource Manager in Enrollment Management business-related support to departments reporting to the VPSEM.

Manage student employee payroll activities:
Review payroll transactions for compliance and accuracy in funding.
Review PeopleSoft Time Labor & Absence Management (TLAB) reports to ensure accurate hourly reporting and make corrections as needed prior to Payroll deadlines.
Enter student payroll into tracking spreadsheet, monitor earnings in relation to budget and communicate concerns with Budget & HR Manager.
Adhere to IRS, Federal, State, Grant, and Contract, UND policies and procedures.
Other duties as assigned
Attend meetings on behalf of VPSEM.
Perform projects as assigned by the Director, Vice Provost, and the Provost.
Engage in process improvement activities and assessments within the Unit.
Engage in local, regional, and when fiscally possible, national professional development opportunities to enhance knowledge relative to key duties.
Continue to grow and advance in the position through participation in professional development opportunities.
When available, assist with staffing university events (commencements, Founders Day, campus Open House, etc.).
As a UND employee, it is expected to treat staff, faculty, students, and families in a cordial, civil, and respectful manner and, at all times, practice the principles of honesty, respect, and integrity; communicate in a professional, positive and respectful manner; exhibit ethical behavior.
Required Competencies

Ability to manage and prioritize multiple, simultaneous projects/tasks to reach targets, staying on schedule and on budget.
Strong organizational skills and attention to detail.
Mature judgment and discretion in keeping sensitive information confidential.
Ability to solve issues independently.
Demonstrated interpersonal communication (written and verbal) skills with the ability to write and speak concisely, articulating thoughts clearly and professionally.
Strong customer service skills particularly with individuals with cultural and language differences.
Strong analytical and judgement/problem solving skills.
Demonstrated leadership skills.
Ability to identify inefficiencies and work to improve processes.
Ability to effectively work with students of various ethnic and cultural backgrounds.
Patience, professionalism, and a high level of sensitivity when advising students required.
Intercultural competency.
A non-judgmental, empathetic, and creative approach to working through challenges is a must.
Ability to work collegially and collaboratively, have a positive attitude and be enthusiastic and self-motivated.
Teamwork skills and ability to work cooperatively with others.

Minimum Requirements

Associate degree and two years related work experience or five years related administrative experience.
Proficient skills working with Microsoft Office (Excel, Outlook, Word, PowerPoint and TEAMS)
Experience managing multiple projects.

Successful completion of a Criminal History Background 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

Bachelor's degree
Experience with PowerBI
Experience analyzing data to produce quantitative information to assist in decision-making.
Experience with PeopleSoft.
Knowledge of UND policies and procedures, such as travel, accounting and payroll.
2-4 years directly related experience in an upper-level administrative office.
Experience working in higher education
Understanding of academic offices and processes within them

To Apply

Please include a cover letter and resume.

Please note, all employment postings close at 11:55pm CST.

Position Benefits

Benefits include 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.

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!

Find out why Grand Forks is Cooler.

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.

Need help?

Please email the Human Resources Department at UND.humanresources@UND.edu or contact us by phone at 701.777.4226. If you anticipate needing any type of accommodation to participate in any portion of the University's employment process, including completion of the online application process, please contact our office in advance of your participation or visit.

Veteran’s Preference

Veterans claiming preference must submit all proof of eligibility by the closing date. Proof of eligibility includes a DD-214 or a copy of NGB 22 from National Guard or Reserve (with a unit located in ND) or certification from the applicant's unit command that the individual is expected to be discharged or released from active duty in the uniformed services under other than dishonorable conditions not later than one hundred twenty days after the date of the submission of the certification. If claiming disabled veteran status, proof of eligibility includes a DD-214 and a current letter of disability dated within the past year.

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.

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.