Senior Administrative Assistant

University of North Dakota; Grand Forks (ND); On-site; USD 40,000 - 54,000; Full time

Job summary

The University of North Dakota in Grand Forks seeks a personable, detail‑oriented customer service specialist to join Central Finance as the first point of contact for inquiries and payments. You will triage requests, provide timely responses, and escalate complex issues as needed.

Responsibilities include supporting procurement systems (UND Marketplace, PeopleSoft), processing invoices, and coordinating payments.

Qualifications

• Associate’s Degree required; five years related work experience.
• Experience with Microsoft Outlook, Excel, PowerPoint and Word.
• Successful completion of Criminal History Background Check.

Responsibilities

• Serve as the first point of contact for Central Finance units; triage inquiries, deliver timely responses, and route or escalate issues.
• Research and review requests, analyze information, and resolve matters; escalate only high-risk or specialized issues.
• Provide customer service to external suppliers and internal constituents; resolve routine requests.
• Utilize UND Marketplace, PeopleSoft, and policies to triage inquiries and coordinate routing.
• Deliver training and informational support on procurement systems and processes.
• Receive, open, and process paper invoices; scan documents and coordinate expedited payments.

Skills

Integrity

Independent work

Communication

Organization

Teamwork

Attention to detail

Initiative

Discretion

Inclusion

Adaptability

Problem solving

Education

Associate degree

Bachelor’s degree

Tools

Microsoft Outlook

Excel

PowerPoint

Word

PeopleSoft

Microsoft Teams

Job description

Salary/Position Classification

• $47,000+ Dependent on Experience, Annual, Non-Exempt (Eligible for overtime)
• 40 hours per week
• This position will work onsite at UND Grand Forks, ND campus

Purpose of Position

This position is the first point of contact for all general calls, emails, and visitors to the Central Finance areas. This position is primarily responsible for first-line triage of customer service issues and inquiries. The position is responsible for assessing and resolving issues within their authority, and for escalating higher-level challenges to the appropriate area and employee.

Duties & Responsibilities

• Serve as the first point of contact for Central Finance units; triage incoming inquiries, deliver timely responses, and route or escalate issues to the appropriate staff for resolution.
• Research and thoroughly review requests, analyze relevant information, and resolve matters independently, escalating only high-risk, sensitive, or specialized issues.
• Serve as the primary point of contact for Procurement & Payment Services, providing customer service to external suppliers and internal constituents and resolving routine customer service requests.
• Utilize UND Marketplace, PeopleSoft, and applicable policies and procedures to triage inquiries, provide accurate information, and coordinate the routing or escalation of issues.
• Deliver training and informational support on procurement systems and processes, including UND Marketplace, and provide guidance on applicable policies and procedures.
• Receive, open, and process paper invoices; scan documents into the digital mailroom system and coordinate expedited outgoing payments with Campus Mail Services.
• Support fraud prevention and internal control efforts by reviewing communications and inquiries and escalating potential indicators of fraud, misuse, or irregular activity.
• Maintain calendars, reserve rooms, prepare agendas, record minutes, and provide technical support for conference rooms and meeting technology.
• Maintain electronic files; answer phones; greet visitors to the Bronson Center; order office supplies; serve as uniFLOW administrator; and coordinate telephone and key management, including annual key inventory.
• Organize and manage employee recognition events, team-building activities, professional development events, volunteer opportunities, and social gatherings.
• Complete asset management inventory, oversee records retention processes, support continuous improvement initiatives, and perform updates to AVPF webpages in compliance with UND policies and procedures.
• Serve as backup for BSSR and the Administrative & Operations Specialist, including support for emergencies, recruitment processes, travel coordination, onboarding activities, Bronson Center scheduling functions, and other duties as assigned.

Required Competencies

• Will demonstrate integrity and ethics in all business transactions
• Ability to solve issues independently
• Positive outlook
• Establishes priorities and organizes work in a logical manner to accomplish goals
• Works effectively with others to accomplish tasks and goals, find solutions to problems
• Demonstrates effective listening skills; listens to others, interprets message, checks for understanding
• Has an openness to new and different ways of doing things
• Level of attention to detail that is second to none
• Be accountable, professional and engaged
• High degree of initiative and demonstrated ability to work independently with a professional attitude and efficiency with minimal direction.
• Mature judgment and discretion in keeping sensitive information confidential
• Demonstrated values of inclusion and belonging
• Ability to thrive in a challenging and collaborative work environment
• Demonstrated interpersonal/verbal/written communication skills with the ability to write and speak concisely, articulating thoughts clearly, professionally and exhibiting logical sequential order
• Demonstrated ability to handle competing priorities and short deadlines
• Demonstrated experience with writing, content development and editing correspondence and documents

Minimum Requirements

• Associate’s Degree
• Five years of related work experience in a professional setting
• Experience using Microsoft Outlook, Excel, PowerPoint and Word
• Successful completion of 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
• Experience updating web page content
• Experience working with features of Microsoft TEAMS
• Experience working with PeopleSoft modules