Administrative Assistant II, Pride of the North Marching Band

University of North Dakota; Grand Forks (ND); On-site; USD 36,000 - 44,000; Full time

Job summary

University of North Dakota in Grand Forks, ND seeks an Administrative Support position to manage Pride of the North duties and daily administrative tasks in the Music Department. Onsite work is required, including evenings and weekends for rehearsals, events, and travel with the band.

The role involves coordinating with UND Housing, managing inventories, and assisting with recruitment and events for the Pride program. Prior admin experience and MS Office skills are essential.

Qualifications

• High School Diploma or GED required.
• Two years of related admin or marching band experience.
• Experience with Microsoft Office (Excel, Word, Outlook).
• Successful completion of Criminal History Background Check.

Responsibilities

• Serve as primary admin liaison for Pride of the North, manage communications and roster.
• Coordinate Pride camp logistics with UND Housing and Dining.
• Oversee distribution of uniforms and equipment.
• Assist with travel planning for Pride trips and events.
• Support recruitment and event operations for Pride and band events.

Skills

Communication

Organization

Teamwork

Problem solving

Education

High School Diploma or GED

Bachelor's Degree (Preferred)

Tools

Microsoft Office

Excel

Word

Outlook

Job description

Salary/Position Classification

• $40,300 annual, Non-Exempt (Eligible for overtime)
• This position will work onsite the Grand Forks, ND campus.

Purpose of Position

The primary purpose of this position is to provide support to the Pride of the North Marching band through management of assigned administrative duties and operational support. The position also provides back-up administrative assistance for the Administrative Officer and assumes responsibility for some routine office operations within the Department of Music. This position requires non-standard hours, including evenings and weekends, to accommodate rehearsals, events, and travel with the band.

Duties & Responsibilities

Pride of the North Support:

• Serve as the primary administrative liaison for the Pride of the North, managing internal communications through the Pride app, maintaining the Pride member database, and coordinating with the Multimedia Assistant to maintain Pride website and multi-media platforms.
• Coordinate all logistics for Pride camp, including housing, dining, and daily activities in partnership with UND Housing and Dining Services.
• Oversee the distribution of uniforms, instruments, lights, gloves, and other equipment to Pride members.
• Collaborate with Academic Advisors to track incoming students interested in joining the Pride and assist with the recruitment process.
• Assist with the planning and coordination of all Pride events, including game day operations for home football, hockey, volleyball, and basketball games. Attendance at all home football games is mandatory, with additional game/event attendance as required.
• Serve as operations manager for Band Day, coordinating with UND Admissions, high schools, Alerus Center, and Athletics. Handle marketing, student registration, and music distribution for participating schools.
• Assist the Band Director and Administrative Officer in planning and executing Pride trips, including creating travel documentation, coordinating accommodations, and supervising trips as needed.
• Track scholarship eligibility for Pride members based on participation and game attendance. Update students regarding their eligibility.
• Organize and execute the annual Pride banquet, managing venue selection, catering, awards, and entertainment. Non-standard hours required.
• Maintain inventory of music, uniforms, and equipment, ensuring accurate records for distribution and collection.
• Collaborate with the Administrative Officer to order informal Pride uniforms, lights, and other items needed.
• Order items needed and place work orders for the Pride practice field.
• Serve as the point of contact for coordinating Pride member rosters for various venues, including the Ralph Engelstad Arena for hockey games.
• Develop and distribute marketing materials to high schools to promote Band Day and other Pride recruitment events.
• Responsible for driving the Pride equipment truck, as needed. Complete and maintain current all UND and NDUS trainings for vehicle operation and safety.

General Administrative/Office Support

• Serve as the first point of contact for the Department. Answer phones, greet guests, and direct visitors to the appropriate faculty or staff member for action.
• Ensure timely and effective communication to support all department functions.
• Assist with collecting information and maintaining department-level databases.
• Draft correspondence, review and respond to messages from department email accounts and forward to appropriate individuals as necessary, retrieve mail, etc.
• Lead general office functions, including coordination and tracking of project requests, work orders and space changes, monitor classrooms and equipment for needed repairs and submit work orders, generate and distribute special events and parking forms, serve as telephone, copy machine, and mail coordinator, and manage orders for office supplies and equipment.
• Provide oversight for a variety of administrative duties within the Department. This includes distributing information to department-level personnel and collecting, reviewing, and verifying departmental responses to information requests.
• Lead records management and retention efforts for the Music Department to ensure compliance with University and College policies.
• Work as a team member to promote the success of the Music Department and the University as a whole by demonstrating professional conduct and the values expected of all employees and representing UND in a professional manner at all times by providing excellent communication and customer service.
• Assist Department Chair with communications to identified or potential donors using methods approved by the college Dean and appropriate personnel at the UND Foundation.
• Assist Administrative Officer with student employee supervision by assigning workload and ensuring duties are completed.
• Responsible for creation and dissemination of mass mailings.
• Inventory management for the Music Department

Events Management and Student Recruitment Events

• Reserve venues for performances and events.
• Coordinate equipment moves for performances and events with appropriate UND offices and external stakeholders.
• Schedule concert recordings.
• Attend events as needed.
• Assist with general operations of the Honor Band, Choir and Strings Festival.
• Assist Department Recruiting committee, as requested.
• Advertise and schedule scholarship auditions.
• Support department student recruitment efforts in cooperation with appropriate campus entities.

Required Competencies

• Strong verbal and written communication skills.
• Exhibit work habits reflecting reliability, organizational skills and a high degree of accuracy.
• Ability to effectively communicate with a diverse group of people while maintaining professionalism, confidentiality and a positive and helpful attitude.
• Ability to work independently as well as part of a team.
• Ability to problem solve.
• Demonstrated leadership skills.
• Understanding of musical and concert events

Minimum Requirements

• High School Diploma or GED
• Two years of related administrative, operational work experience or experience as a marching band member
• Experience with Microsoft Office (Excel, Word, and Outlook)
• Successful completion of a Criminal History Background Check

In compliance with federal law, all persons hired will be required to verify identityand 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
• Travel or event coordination
• Experience working in an academic setting
• Experience with systems used at UND for classroom scheduling, equipment management, and student information.
• Experience with UND’s policies and procedures
• Experience with sound and recording equipment