Administrative Assistant, Dean of AEAT

Position Information Are you an organized, detail-oriented individual who enjoys helping others and ensuring smooth operations? Bismarck State College is seeking an experienced Administrative Assistant to support our AEAT Academic Dean and assist in the day-to-day operations of this dynamic and fast-paced department. This position offers an exciting opportunity to contribute to student success while providing critical administrative support to faculty, staff, and other stakeholders. Key Responsibilities & Duties: As the Administrative Assistant, you will be an integral part of the AEAT team, providing essential support in a variety of administrative functions. You'll be responsible for managing the Academic Dean's office and assisting with the following duties: Administrative Support Phone and Email Coverage: Serve as the first point of contact for the AEAT department, handling inquiries, providing information, and directing calls/emails as appropriate. Faculty Contracts & Payroll: Generate and monitor contracts for adjunct faculty, including payroll orders, overloads, and extra-duty assignments for full-time faculty and staff. Course & Grade Tracking: Maintain accurate records for course schedules, contracts, payroll orders, and grades. Course Scheduling: Build and maintain the AEAT division's course schedule in Campus Connection. Meeting Coordination: Organize and coordinate departmental meetings by gathering agenda items, distributing agendas, and taking meeting minutes. Grant & Enrollment Reporting: Assist with the preparation of grant applications, enrollment reports, and other reporting requirements. Faculty Record Management: Track and maintain faculty absences, professional development, evaluations, and other departmental records. Purchasing & Reimbursements: Manage AEAT-related purchases, travel authorizations, reimbursements, and reconcile division purchase cards. Budget Reports: Maintain and update enrollment, scheduling, and budget reports for the department. Administrative Support for Travel: Proactively plan and coordinate travel arrangements and calendars for the Academic Dean and others within the division. Communication: Prepare letters, memos, reports, and other written communications. Student & Event Coordination: Assist with outreach efforts and coordinate student events and departmental activities. Miscellaneous Duties Special Projects & Initiatives: Assist with special projects, events, and initiatives that align with the division's goals and support college-wide objectives. General Support: Provide overall support to students, faculty, and staff, ensuring a welcoming, efficient, and organized office environment. Additional Duties: Perform other duties as assigned. MINIMUM REQUIREMENTS Associate degree in a related field and two years of administrative experience; equivalent combinations of education and experience will be considered. Excellent interpersonal communication skills. Proficient in working knowledge of computer software programs (i.e., Microsoft Word, Excel, Access, electronic calendar, e-mail, etc.). Ability to work independently and as part of a team, maintaining a high standard of performance with minimal supervision. Excellent organizational skills, detail-oriented, and able to meet multiple deadlines. Strong written communication skills (i.e., letters, emails, memos, reports, etc.). Demonstrate ability to handle confidential information with discretion. Punctual and present, ensuring availability when needed and maintaining a strong work ethic. PREFERRED QUALIFICATIONS Experience working in higher education or a similar academic setting. Familiarity with Campus Connection or PeopleSoft. Knowledge of purchasing/travel policies and procedures. More than five years of related administrative experience. BENEFITS COMPENSATION: $38,986-$48,733 based on education and directly related experience. 100% employer-paid family health insurance, life insurance, retirement, employee tuition waiver, spouse/dependent tuition discount. For more information regarding employee benefits, visit: https://bismarckstate.edu/employment/Faculty-and-Staff/Benefits/ To view a total rewards calculator, visit: https://www.omb.nd.gov/team-nd-careers/total-rewards-calculator Thinking about relocating to the Bismarck area? To find more information and resources, visit: https://www.commerce.nd.gov/workforce/relocation-resources APPLICANT MATERIALS REQUIRED To be considered by the search committee thoroughly complete the application and upload the following Cover Letter Resume Copies of transcripts (undergraduate and graduate) References BISMARCK STATE COLLEGE INFORMATION OVERVIEW: Bismarck State College is dedicated to student success. This on-campus position is student-centered to provide high-quality campus services and hands-on learning experiences. MISSION: As North Dakota's Polytechnic Institution, Bismarck State College focuses on student success through the delivery of affordable, flexible, high-quality, experiential learning enhanced by public-private partnerships. VISION: Bismarck State College will be a leader in polytechnic education improving lives and building sustainable communities. REPORTING RELATIONSHIP: This position is directly accountable and responsible to the Custodian Supervisor. ADDITIONAL INFORMATION Applicants must be legally authorized to work in the United States. Bismarck State College does not provide sponsorships. BSC is an E-Verify Employer. For more information or assistance contact the Human Resources Department at 701-224-5531 or bsc.humanresources@bismarckstate.edu This position requires a criminal history record check. Equal Opportunity Employer TTY Number: ND Relay Service: 1-800-366-6888 (text); 1-800-366-6889 (voice). For full North Dakota Relay Services, go to: https://www.relaynorthdakota.com/. Veterans claiming preference must submit all proof of eligibility including a copy of NGB 22 from the National Guard or Reserve (with a unit located in ND) or certification from the applicant's unit command that the individual is expected to be discharged or released from active duty in the uniformed services under other than dishonorable conditions not later than one hundred twenty days after the date of the submission of the certification. If claiming disabled status, proof of eligibility includes a DD-214 and a current letter of disability.