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Department Assistant for Public Affairs

Under the supervision of the Director of Public Affairs, the principal objective of this position is to support the Office of Public Affairs in achieving their goals. This position will support the Public Affairs leadership team members and employees to organize activities and successfully execute initiatives. This employee supports and sometimes leads activities and back office duties to compliment the functions of Public Affairs.  Duties of the Department Assistant for Public Affairs include providing support for the Director and VP of Public Affairs and the employees of Public Affairs, assisting in daily office needs including budget tracking, assigning work in an online work collection tool and coordinating international travel for large groups.  The ideal candidate should have a heart of service, a strong eye for details, a sense of responsibility and strong organizational skills.  Previous administrative office experience is preferred.

Essential Roles and Responsibilities Include:

  • Establishes, maintains and ensures the Creative Services Department is achieving maximum efficiency in online work management tool (Workzone) using strong judgement skills to assist in prioritization of work for the department
  • Manages department leadership’s appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel in addition to paying close attention to calendars coinciding with the University Master Calendar. Conserves department leadership’s time by reading, researching, and routing correspondence; drafting letters, documents and presentations; collecting and analyzing information using online tools such as excel and pertinent databases; initiating telecommunications when required
  • Provides travel assistance for the Office of Public Affairs to include coordination of large group travel and events
  • Completes check requests, purchase orders and expense invoices and tracks these expenses in a manner that allows department leadership to stay on budget
  • Assist department leadership with completion of time-sensitive projects or tasks requiring independent work and with limited supervision, sometimes with limited direction
  • Creates and maintains invitation lists for donors; records RSVP responses and responds to inquiries in a highly professional manner
  • Coordinates department mass mailings and Amazon book orders and provides accurate data entry to update information in Jenzabar and other University systems

Desired Minimum Qualifications, Education, and Experience include:

  • Associates Degree required
  • Solid working knowledge in Microsoft Office suite required
  • Five years directly related experience 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 Public Affairs and throughout the university in accord with Saint Benedict’s admonition that all be received as Christ

Knowledge and Skills Required:

  • Exceptional organizational skills required to handle multiple projects and deadlines with a large number of details under firm schedules and deadlines with a critical degree of accuracy
  • Detail oriented with exceptionally strong written and verbal communication skills
  • Outstanding interpersonal skills needed to establish and maintain relationships with clients,, donors, university staff, faculty, vendors, and other professional colleagues
  • Ability to work as a team member as well as independently
  • Possess independent decision-making skills
  • Possess excellent customer service and telephone talents
  • Proficient in technology
  • Capable of maintaining strict confidentiality with respect to both donor and university information
  • Possess the ability to work with a diverse group of people
  • Desire to work in a fast-paced environment striving for continuous improvement

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:

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

Equal Opportunity Employer