Administrative Secretary
University of North Dakota

Job Info

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Salary/Position Classification

• $18,500+ Annual, Non-Exempt (Eligible for overtime)
• 20 hours per week (FTE 50%)
• 100% Remote Work Availability: No
• Hybrid Work Availability: No

Purpose of Position

This position leads day-to-day tasks of projects funded under the NDSGC. This individual's responsibilities include providing support to the Assistant Director, Associate Director, and Director in administrative duties and some project management. Programmatic responsibilities include assistance on NIFs (NASA Internship and Fellowships), MDAPs (Mission Directorate Aligned Projects), CAPs (Competitively Awarded Projects), RID (Research Infrastructure Development), CAN (Cooperative Agreement Notice), and Synergistic NASA EPSCoR programming under the Assistant Director, Associate Director, and Director. Assists with projects led by the Graphic Artist in UND Aerospace. They also serve as a positive interface with all NDSGC stakeholders within the John D. Odegard School of Aerospace Sciences, the North Dakota University System, North Dakota Tribal colleges, NASA personnel, and state and federal representatives.

Duties & Responsibilities

• NIF (NASA Internships and Fellowships) - NDSGC:
  • Assists with administrative duties related to the NIFs projects, under the direction of the Director, Associate Director, and Assistant Director. Assist in communications with awardees, processing stipends and reimbursements, tracking award spending, and closeout of awards.
  • NASA Internships (NIF-1)
  • Industry Internships (NIF-2)
  • Graduate Research Fellowships (NIF-3)
  • Undergraduate Research Stipends (NIF-4)
  • Bridge Research Stipends (NIF-5)
• MDAP (Mission Directorate Aligned Projects) - NDSGC:
  • Assists with administrative duties related to the MDAPs, under the direction of the Director, Associate Director, and Assistant Director. Assist in communications with awardees, processing stipends and reimbursements, tracking award spending, and closeout of awards. Leads efforts with MDAP-1 in scholarship management, communications with affiliate institutions, distribution of awards, communications with awardees, and distribution of certificates. Leads efforts with MDAP-4 in communications with awardees, award tracking, set-up, and close-out, distributions of awards, and processing of travel documents and any reimbursements.
    • Student Scholarships (MDAP-1)
    • Graduate Assistantships (MDAP-2)
    • STEM Ambassador Program (MDAP-3)
    • Travel Grants (MDAP-4)
    • High Altitude Ballooning Initiatives (MDAP-5)
    • Human Space Flight Laboratory (MDAP-6)
    • Special Needs Education Initiative (MDAP-7)
    • In-service Educator Workshops (MDAP-8)
    • Pre-service Educator Workshops (MDAP-9)
    • Synergistic Activities (MDAP-10)
    • STEM Outreach Events (MDAP-11)
• CAP (Competitively Awarded Projects) - NDSGC:
  • Assists with administrative duties related to the MDAPs, under the direction of the Director, Associate Director, and Assistant Director. Assist in communications with awardees, processing stipends and reimbursements, tracking award spending, and closeout of awards. Leads efforts with CAP-3 in communications with affiliate institutions and faculty/staff/student awardees, in management of award distribution, reimbursements, and associated travel documents and required paperwork.
    • Faculty Seed Research Grants (CAP-1)
    • Faculty Course Development Stipends (CAP-2)
    • Student STEM/NASA Competition Teams (CAP-3)
    • College Student Research Mini Grants (CAP-4)
    • Affiliate Mini Grants (CAP-5)
    • Educator Mini Grants (CAP-6)
• NDSGC Management and Day to Day Tasks and Support for UND Aerospace Dean's Office:
  • Assist with efforts in Annual NDSGC Affiliates Meeting and research symposium.
  • Maintain relationships with NDSGC stakeholders, including NASA personnel, NDSGC affiliate staff, faculty, and students, and state and federal representatives.
  • Provide programmatic updates to NDSGC stakeholders through emails, newsletters, meetings and other forms that are most effective for a range of audiences.
  • Actively promote NDSGC activities and programs at all levels, including North Dakota and Tribal college and university campuses, North Dakota and Tribal K-12 classrooms, and state and federal government agencies.
  • Work with web developer to maintain and update website
  • Participate in travel to National, Regional, and annual Space Grant Meetings, as needed.
  • Participate in workshops, trainings, and professional development activities.
  • Interface with UND Aerospace Dean's Office to assist with NDSGC and ND NASA EPSCoR aligned projects (e.g. STEM research efforts, STEM engagement collaborations, UND Aerospace Community Day, recruiting and engaging UND Aerospace staff, faculty, and students in NDSGC and ND NASA EPSCoR programs and funding opportunities, etc.).
  • Ensure that the NDSGC and ND NASA EPSCoR programs continue to align with and embrace UND LEADS - UND's Strategic Plan.
  • Support the Director, Associate Director, and Assistant Director with data for annual reports, proposals, and budgets, as needed.

Required Competencies

• Ability to learn and adapt to ongoing change in a fast-paced work environment.
• Excellent overall technology skills, and ability to use standard office suite and computer software.
• Ability to organize, prioritize, and manage multiple tasks.
• Ability to work independently and within a collaborative team.
• Strong written and oral communication and interpersonal skills, and ability to work with a diverse group of individuals within the University of ND community.
• Willingness to learn new technologies/software.
• Ability to work in a team (close and strong partnership with university, staff, faculty, and students).

Minimum Requirements

• High School diploma or GED.
• Experience working in an office setting.
• Experience with Microsoft Office Suites.
• Valid Driver's License.
• 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

• Experience with Google Drive (Slides, Sheets, Docs, Etc).
• Experience assisting Principal Investigators with grant activities and management of awards.
• Experience supervising college students.
• Experience preparing reports, and with budget oversight, etc.

To Apply

Submit application by the closing date, include a resume and cover letter.

PLEASE NOTE: For a successful screening, be sure to review all of the position minimum requirements above, and outline how you meet those requirements in your application packet. Additional information may be attached if needed.

This job has expired.