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Administrative Assistant II

The University of Mary is seeking candidates for a full time, non-exempt Administrative Assistant II.  The Administrative Assistant II provides administrative support to the Dean of Health Sciences and the department chairs, coordinators and clinical education faculty, faculty of the Department of Exercise Physiology, and the Department of Athletic Training and Kinesiology.

Essential Roles and Responsibilities Include:

  • Prepare admission packets; schedule student interviews; provide hospitality and organization on interview days; keep track of student folders; communicate with students as assigned
  • Track student clinical hours as well as scan and file student records. Communicate with clinical sites and preceptors as directed.  Maintain a clinical database for clinical sites including affiliation agreements, contact information, and student records
  • Maintain a professional, service-oriented office environment; receiving, serving, and welcoming students and others who enter into the area via phone, email, or in-person
  • Attend department meetings, including assessment meetings, for both departments; take accurate minutes; secure rooms with 25Live; and assist with the meal planning and implementation for advisory committee meetings
  • Assist in the gathering and preparation of accreditation documents; schedule rooms and times for onsite visitors, meet with accreditation visitors if requested, and provide hospitality
  • Process all forms including reimbursement of expenses, institutional travel, and maintenance requests for all departments. Order, track and inventory supplies/equipment
  • Schedule the pro bono clinic/s and the Personalized Exercise Program participants
  • Enters data in a timely and accurate manner, processes incoming and outgoing mail, answers phone calls, orders and maintains stock of office supplies, ensures proper functioning of basic office equipment, and works cooperatively with other administrative staff
  • Supervise work campus students
  • Welcomes students and visitors at the reception desk and assists with general questions
  • Assists admissions in arranging potential student visits with faculty members
  • Proctors student exams and collects student papers as necessary
  • Alerts students of faculty absences from class
  • Prepares for and assists new faculty members, purchasing office supplies, requesting phone extensions, preparing office spaces, etc
  • Performs other duties as requested and assigned
  • Assists with the preparation of semester classroom assignments
  • Distributes posters to various places on campus

Desired Minimum Qualifications, Education, and Experience include:

  • High School diploma required
  • Associate degree in Applied Sciences or related field preferred
  • A minimum of two years of experience as a secretary or administrative assistant is required
  • Upholds and supports the Christian, Catholic, Benedictine mission of the University of Mary
  • Supports the ongoing implementation of Ex Corde Ecclesiae, the apostolic constitution on Catholic colleges and universities
  • Builds a culture of ready and earnest hospitality in the office of Academic Affairs and throughout the university in accord with Saint Benedict’s admonition that all be received as Christ

Knowledge and Skills Required:

  • Possess a working knowledge of MS Office Suite applications including word, excel, mail merge and be able to type a minimum of 50 words per minute
  • Excellent telephone etiquette
  • Effective verbal and written communication
  • Demonstrate the ability to work with a diverse student base
  • Knowledge of FERPA and HIPAA rules and regulations regarding student records
  • Organizational skills are vital as is the ability to work independently
  • Possess customer service skills, interpersonal skills, and have the ability to work well under pressure

The University of Mary overlooks the beautiful Missouri river and is located in Bismarck, North Dakota, a community of approximately 80,000 people, with wonderful family and parish life, friendly neighborhoods, enjoyable recreational and cultural facilities, a low crime rate, clean air, and excellent schools.  The University of Mary, with an enrollment of over 3,000 students, is accredited by the Higher Learning Commission of the North Central Association.

For more information on the University of Mary, please watch a short video by clicking on this link: https://youtu.be/Go37Hy6QrVs

We welcome your interest in joining the University of Mary. To apply, email a letter of interest and resume to employment@umary.edu or mail to University of Mary, Attn: Human Resources, 7500 University Drive, Bismarck, ND 58504.

Equal Opportunity Employer