Medical Secretary jobs in North Dakota

Salary/Position Classification

• $36,000 /year Annual, Non-Exempt (Eligible for overtime)
• 40 hours per week
• 100% Remote Work Availability: No
• Hybrid Work Availability: No

Purpose of Position

The purpose of this position is to support the daily administrative operations of the Department of Biomedical Sciences, by providing support to the department Chair, and provide general support and assistance to departmental faculty and staff.

Duties & Responsibilities

Support the Daily Administrative Operations of the Biomedical Sciences department

• Serve in a resource and advisory capacity for Biomedical Science faculty and staff, as well as all SMHS departments, UND offices, and external constituencies.
• Serve as the initial point of contact for the department.
• Schedule appointments, respond to emails, phone calls.
• Plan and schedule meetings, prepare agendas, record minutes, and provide timely follow-up for department CPT, staff, and faculty meetings.
• Act as Chair's office representative for department Committee on Promotion and Tenure (CPT) requirements.
• Maintain current Faculty, Postdoc, Graduate Student, and staff email listservs.
• Manage department chemical inventory list.
• Serve as point of contact for graduate student recruitment.
• Assist with UND Marketplace/Jaggaer purchasing for the department.
• Manage Terms & Conditions for purchases and service contracts.
• Assist with Faculty, Staff, Student conference travel and reimbursements.
• Coordinate contract/Page 2 completion and collection for Department Faculty.
• Design, build, and maintain the Biomedical Sciences webpages
• Regularly update federal grant opportunities and departmental publications found on Grants.gov and Pubmed
• Advertise department accomplishments on the website and with SMHS Alumni and Community Relations
• Keep current Faculty, Postdoc, and Graduate Student rosters & profiles
• Schedule classrooms/meeting rooms for graduate/undergraduate classes and lab/committee meetings
• Coordinate and advertise department-sponsored seminars. These include invited speakers and internal speakers, including securing the room, ordering food, advertising, set-up, etc.
• Plan and coordinate itinerary and travel for visiting department speakers and faculty recruits
• Administer and coordinate any department awards/scholarships
• Work with the Records and Information management team to file records and destroy them 

Provide assistance to the Administrative Assistant with proposal and grant assistant work, as well as other administrative support functions to the department chair.

• Draft, edit, duplicate and disseminate/process correspondence, reports, presentations and proposals.
• Database maintenance support for the Administrative Officer
• Support Administrative Officer by gathering and disseminating appropriate reports and paperwork related to proposals and grants
• Maintain and coordinate the schedule of the Chair for all activities; manage master Outlook calendar.

Special Projects and Events

• Plan and coordinate all facets of retreats and special events for the Biomedical Science department in conjunction with the Chair, Dean’s Office, and SMHS Office of Alumni & Community Relations staff.  

Required Competencies

• Demonstrated familiarity with MS Office (Word, Excel, PowerPoint), Adobe Pro.
• Familiarity with University departments and operations.
• Strong written communication skills.
• Strong critical thinking and problem-solving skills.
• Ability to create/revise plans and procedures as necessary.
• Excellent organizational skills, self-starter, good collaborative demeanor.
• Willingness to learn new software.

Minimum Requirements

• HS diploma or GED.
• Related office experience.
• 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

• Minimum of two years’ related office experience.
• Experience/interest in data collection and analysis.
• Experience with creating and maintaining mailing lists, databases, and other computer applications.
• Experience with scheduling complicated internal/external meetings, conferences, workshops, etc.
• Experience with web-based software applications.

To Apply

Submit Cover Letter and Resume