Position Title: Academic Affairs Administrative Assistant - Closes April 21, 2025 at 5:00 PM

Department: Academic Affairs

Reports Directly to: Vice President of Academic Affairs

Status: Non-exempt; Full-time

Salary: $18.00 per hour

Summary of Duties:

  • Prepares correspondence, schedules, catalog and academic calendar changes, budgets, agendas, and other reports or forms as requested by the Vice President of Academic Affairs (VPAA).
  • Maintains a variety of regular and confidential documents including general correspondence, reports, class schedules, forms, contracts, and memorandums from rough draft or from verbal instructions; prepares copies of documents; distributes information.
  • Maintains a database of adjunct faculty and consultant compensation documents and distributes forms for supervisor approval and processing.
  • Prepares agendas and types and distributes minutes for leadership meetings, department meetings, faculty meetings and advisory board meetings.
  • Monitors designated budgets and ensures that assigned accounts are accurate and expenditures are within established requirements; creates purchase requisitions/orders and processes invoices for payment.
  • Assist the VPAA with entering, editing, and maintaining the semester schedule of classes each term.
  • Compose correspondence independently on a variety of matters including those of a confidential nature; compile and prepare letters, and other materials; prepare, edit, proofread, and revise materials; establish and maintain filing systems.
  • Inputs a variety of data into Jenzabar; ensures accuracy of input and output data; maintains current information on assigned tasks within JICS (my.UTTC).
  • Coordinates special events and professional development in-service activities as requested by the VPAA.
  • Ensures the Academic Affairs webpages on the UTTC website are current and accurate.
  • Coordinates activities related to preparation of accreditation reports; assists in coordinating site visit logistics for accreditation and program approval organizations.
  • Orders, receives, and maintains inventory of supplies and equipment in accordance with established guidelines.
  • Maintains all incoming mail for Academic Affairs; sorts and distributes.
  • Perform other duties as assigned.

Supervisory Responsibilities: None.

Working Conditions:

  • Normal working hours are from 8:00 a.m. until 5:00 p.m., with a one-hour unpaid lunch break, Monday-Friday.

Physical Demands: 

  • Regularly be able to remain in a stationary position.
  • Occasionally move about inside an office and classroom.
  • Operate a computer and other office/classroom equipment.
  • Occasionally move, transport, or position up to 10 pounds.
  • Will need to ascend/descend stairs.

 

Minimum Qualifications:

  • Minimum of AA/AAS degree from an accredited institution of higher education required.
  • Minimum of three (3) years experience working in an office environment required.

Knowledge & Skills:

  • Exemplary office practices, procedures, and equipment.
  • Proficient with Excel.
  • Proficient oral and written communication skills, including usage, grammar, spelling, punctuation, and vocabulary.
  • Interpersonal skills using tact, patience, and courtesy.
  • Budgeting practices regarding monitoring and control.
  • Methods of collecting and organizing data and information.
  • Business letter and report writing, editing, and proofreading.
  • Basic public relations techniques.

 

Required Documents:

  • UTTC Application
  • Cover Letter
  • Resume
  • Unofficial Copies of College Transcripts
  • Valid Driver’s License (must submit a copy)

Opening Date: April 7, 2025

Closing Date: April 21, 2025 10:00 pm

Additional Information: 

United Tribes Technical College (UTTC) does not discriminate on the basis of race, color, national origin, sex, religious preference, age, handicap, marital status, political preference, or membership or non-membership in an employee organization, except as allowed by the Indian preference provision of the civil rights act of 1964, as amended.

A conviction record will not necessarily be a bar from employment. This information will only be used for job-related purposes and only to the extent permitted by applicable law. Federal laws require that employers hire only individuals who are authorized to be lawfully employed in the United States. In compliance with such laws, UTTC will verify the status of every individual offered employment with UTTC. UTTC will not sponsor work-related visas.

Applicants are responsible for providing proof of enrollment in a federally recognized tribe if Indian preference is claimed. Applicants are responsible for providing a copy of his/her United States Government Form DD214 or his/her honorable discharge certificate from any branch of the military service if veteran’s preference is claimed. Failure to provide proof will result in loss of Indian or veteran preference in employment.

Application and required documents can be completed and submitted online at https://uttc.edu/careers/, via email to jckillsplenty@uttc.edu, or mail to Human Resources Department, United Tribes Technical College, 3315 University Drive, Bismarck, ND 58504. Applications and Required Documents received after the closing date and time of a job posting will NOT be considered.

Upon selection, the applicant is responsible for obtaining and completing a Transcript Request Form from the last institution attended. The applicant will submit the completed form to the Human Resources Department. The Human Resources Department will cover any fees required to obtain official transcripts.