Administrative Assistant
Fairbanks, AK Fairbanks, AK Full-time Full-time Estimated:
$38.
3K - $48.
6K a year Estimated:
$38.
3K - $48.
6K a year 5 days ago 5 days ago 5 days ago Job Number:
525295 Classification:
Administrative Generalist 4 Grade:
Grade 77 Work type:
On Campus, Staff Full-time Administrative Unit:
University of Alaska Fairbanks School/Business unit:
UAF Rural College Location:
Fairbanks Categories:
Business/Accounting/Finance, Office/Clerical Position
Summary:
Come join our team! The University of Alaska Fairbanks, College of Rural and Community Development (CRCD) is seeking a self-motivated, customer service-oriented, and responsible Administrative Assistant.
This position has the unique role of providing clerical support to the Department of Alaska Native Studies and Rural Development and the Center for Cross-Cultural Studies.
The ideal candidate is an up-beat professional, who values teamwork, process efficiency, and excellent customer service.
This is a full-time, benefits eligible position.
CRCD is committed to building an inclusive organization and strongly encourages women, minorities, individuals with disabilities, and veterans to apply.
Duties:
30Administrative:
oProvide administrative support for the Academic Programs including but not limited to:
email and other forms of written correspondence, communicate regularly on issues as they arise.
Manage listserv communications.
oInitial point of contact for students, faculty and other university staff via email and phone coverage for the academic units as needed.
oServe as a key point of contact for dissemination of information and oversee coordination and workflow with department administrative staff.
Triage calls to determine appropriate contact and timely response.
Coordinate copy center, printing and mailroom support activity.
Track critical projects ensuring deadlines are met and necessary actions occur.
Key point of contact for office equipment and technology purchases, inventory, maintenance and repairs.
oArrange, schedule and coordinate department meetings for faculty as requested and ensure meetings are recorded in appropriate format (i.
e.
:
Zoom recording, Audio recording, etc.
) for future reference.
oProcess adjunct faculty course instructor approvals (pre and post); maintain/revise current roster of Instructor Approvals through expiration dates of approval.
oProvide oversight and direction in planning, coordinating and facilitating travel for special group activities (educational seminars, etc.
) and faculty travel needs.
oPosition may involve travel, occasional work in evenings and/or on weekends.
Maintain and update internal departmental procedures in response to new university and/or college processes and policies.
Essential 30Fiscal/Travel:
oResponsible for administration of budgetary processes within departments to include but not limited to; procurement, identification of contracting vendors (reviewed by Procurement for contract approval), and other fiscal functions as needed.
oOrder and maintain departmental inventory, supplies as requested and budgeted.
Responsible for department ProCard purchasing.
Reconciliation to include printing of monthly statements with receipts and back-up uploaded on-line with JP Morgan website.
oHandle logistics for seminars to include identifying potential location(s), facilities, lodging, transportation and coordination with the Travel Department related to travel of participants and presenters attending from local, national and international locations.
oTrack budget and expenditures and execute paperwork required for procurement and purchasing needs to support seminars both prior to and during actual seminars.
Essential 40Program Coordination:
oProvide program support, working closely with Academic Program chairs and the Director by providing support with current information, management and submission of overall course approval processes; coordination and creation of course schedules; textbook adoptions; identification of classroom and/or other technology needs for faculty; assist as needed with necessary academic reports such as, but not limited to SLOA, AUP, and others as requested.
Maintain electronic files of current and past reports.
oAdvise adjuncts & new faculty of syllabus formatting; obtain and establish electronic storage for historical and current course syllabi as required by Provost.
oAct as a back-up to advisors to assist with the routing of required form submissions for both the Office of the Registrar and the Graduate School as needed.
This can occur at both the undergraduate level as well as for graduate students.
oSchedule, maintain and update the program calendar meetings.
Responsible for coordination/assistance with development and implementation of annual seminars for BA and MA programs for fall and spring semesters.
oPrepare evaluation form and produce written evaluation report after each seminar as requested.
Essential Knowledge, Skills, Abilities:
Strong organizational skills, ability to manage multiple assignments, and respond to shifting priorities by remaining flexible and positive.
Applicants must have strong customer service/interpersonal skills and knowledge and experience with post-secondary education.
Skills needed in problem-solving, analytical thinking, editing, and writing skills, listening and oral communication skills, discretion and sound judgment, knowledge of University and rural systems, demonstrated proficiency in office organization, policies and procedures, and ability to work within the cross-cultural environment as a liaison between diverse groups of people from diverse cultures and the University and adjusting these requirements to fit University policies and procedures, knowledge of Alaska Native cultures, values and traditions, and rural communities.
Proficiency in MS Office Suite, database, internet, and email systems required.
Ability to travel for the departments to seminars to assist faculty and planners with setup, logistics, seminar implementation, and ability to maintain flexible work hours.
The most crucial skills necessary for this job are timely completion of assigned tasks, prioritizing workload, and working well with a diverse group of individuals.
Ability to establish and maintain effective working relationships and ability to work successfully as a team member.
Preferred Experience & Education:
Knowledge of University procedures and departments, BANNER, CourseLeaf and CLSS course scheduling processes; excellent writing, editing, and proofreading skills.
UAF Drivers Card can be obtained after hire.
3 years progressively responsible office/administrative experience or an equivalent combination of training and experience.
4-5 years office and administrative experience preferred Required Experience & Education:
High School graduation and three years progressively responsible office/administrative experience, or an equivalent combination of training and experience.
Salary Information:
This is a full-time, 12-month, non-exempt staff position complete with both a competitive salary and full employee benefits package.
New hires will be placed on the UA staff salary schedule, Grade 77, based on education and experience.
Special Instructions to Applicants:
Please attach a resume, cover letter, and the names and contact information for three (3) professional references with your application.
Applications will be reviewed on a rolling basis until a successful candidate is identified.
Review of application materials will begin immediately.
Search and selection procedures will be closed when a sufficient and viable number of qualified candidates have been identified To be eligible for this position, applicants must be legally authorized to work in the United States without restriction.
Applicants who now or may in the future require visa sponsorship to work in the United States are not eligible.
The University of Alaska (UA) is responsible for providing reasonable accommodations to individuals with disabilities throughout the applicant screening process.
If you need assistance in completing this application or during any phase of the interview process, please contact UA Human Resources by phone at 907-450-8200.
UA is an AA/EO employer and educational institution and prohibits illegal discrimination against any individual:
The successful applicant is required to complete a background check.
Any offer of employment is contingent on the background check.
Your application for employment with the University of Alaska is subject to public disclosure under the Alaska Public Records Act.
If you have any questions regarding this position, please contact Stasia Craddick, CRCD HR Coordinator, at email protected or 907-474-6569.
Advertised:
03 Aug 2023 Alaskan Daylight Time Applications close:
.
Estimated Salary: $20 to $28 per hour based on qualifications.
$38.
3K - $48.
6K a year Estimated:
$38.
3K - $48.
6K a year 5 days ago 5 days ago 5 days ago Job Number:
525295 Classification:
Administrative Generalist 4 Grade:
Grade 77 Work type:
On Campus, Staff Full-time Administrative Unit:
University of Alaska Fairbanks School/Business unit:
UAF Rural College Location:
Fairbanks Categories:
Business/Accounting/Finance, Office/Clerical Position
Summary:
Come join our team! The University of Alaska Fairbanks, College of Rural and Community Development (CRCD) is seeking a self-motivated, customer service-oriented, and responsible Administrative Assistant.
This position has the unique role of providing clerical support to the Department of Alaska Native Studies and Rural Development and the Center for Cross-Cultural Studies.
The ideal candidate is an up-beat professional, who values teamwork, process efficiency, and excellent customer service.
This is a full-time, benefits eligible position.
CRCD is committed to building an inclusive organization and strongly encourages women, minorities, individuals with disabilities, and veterans to apply.
Duties:
30Administrative:
oProvide administrative support for the Academic Programs including but not limited to:
email and other forms of written correspondence, communicate regularly on issues as they arise.
Manage listserv communications.
oInitial point of contact for students, faculty and other university staff via email and phone coverage for the academic units as needed.
oServe as a key point of contact for dissemination of information and oversee coordination and workflow with department administrative staff.
Triage calls to determine appropriate contact and timely response.
Coordinate copy center, printing and mailroom support activity.
Track critical projects ensuring deadlines are met and necessary actions occur.
Key point of contact for office equipment and technology purchases, inventory, maintenance and repairs.
oArrange, schedule and coordinate department meetings for faculty as requested and ensure meetings are recorded in appropriate format (i.
e.
:
Zoom recording, Audio recording, etc.
) for future reference.
oProcess adjunct faculty course instructor approvals (pre and post); maintain/revise current roster of Instructor Approvals through expiration dates of approval.
oProvide oversight and direction in planning, coordinating and facilitating travel for special group activities (educational seminars, etc.
) and faculty travel needs.
oPosition may involve travel, occasional work in evenings and/or on weekends.
Maintain and update internal departmental procedures in response to new university and/or college processes and policies.
Essential 30Fiscal/Travel:
oResponsible for administration of budgetary processes within departments to include but not limited to; procurement, identification of contracting vendors (reviewed by Procurement for contract approval), and other fiscal functions as needed.
oOrder and maintain departmental inventory, supplies as requested and budgeted.
Responsible for department ProCard purchasing.
Reconciliation to include printing of monthly statements with receipts and back-up uploaded on-line with JP Morgan website.
oHandle logistics for seminars to include identifying potential location(s), facilities, lodging, transportation and coordination with the Travel Department related to travel of participants and presenters attending from local, national and international locations.
oTrack budget and expenditures and execute paperwork required for procurement and purchasing needs to support seminars both prior to and during actual seminars.
Essential 40Program Coordination:
oProvide program support, working closely with Academic Program chairs and the Director by providing support with current information, management and submission of overall course approval processes; coordination and creation of course schedules; textbook adoptions; identification of classroom and/or other technology needs for faculty; assist as needed with necessary academic reports such as, but not limited to SLOA, AUP, and others as requested.
Maintain electronic files of current and past reports.
oAdvise adjuncts & new faculty of syllabus formatting; obtain and establish electronic storage for historical and current course syllabi as required by Provost.
oAct as a back-up to advisors to assist with the routing of required form submissions for both the Office of the Registrar and the Graduate School as needed.
This can occur at both the undergraduate level as well as for graduate students.
oSchedule, maintain and update the program calendar meetings.
Responsible for coordination/assistance with development and implementation of annual seminars for BA and MA programs for fall and spring semesters.
oPrepare evaluation form and produce written evaluation report after each seminar as requested.
Essential Knowledge, Skills, Abilities:
Strong organizational skills, ability to manage multiple assignments, and respond to shifting priorities by remaining flexible and positive.
Applicants must have strong customer service/interpersonal skills and knowledge and experience with post-secondary education.
Skills needed in problem-solving, analytical thinking, editing, and writing skills, listening and oral communication skills, discretion and sound judgment, knowledge of University and rural systems, demonstrated proficiency in office organization, policies and procedures, and ability to work within the cross-cultural environment as a liaison between diverse groups of people from diverse cultures and the University and adjusting these requirements to fit University policies and procedures, knowledge of Alaska Native cultures, values and traditions, and rural communities.
Proficiency in MS Office Suite, database, internet, and email systems required.
Ability to travel for the departments to seminars to assist faculty and planners with setup, logistics, seminar implementation, and ability to maintain flexible work hours.
The most crucial skills necessary for this job are timely completion of assigned tasks, prioritizing workload, and working well with a diverse group of individuals.
Ability to establish and maintain effective working relationships and ability to work successfully as a team member.
Preferred Experience & Education:
Knowledge of University procedures and departments, BANNER, CourseLeaf and CLSS course scheduling processes; excellent writing, editing, and proofreading skills.
UAF Drivers Card can be obtained after hire.
3 years progressively responsible office/administrative experience or an equivalent combination of training and experience.
4-5 years office and administrative experience preferred Required Experience & Education:
High School graduation and three years progressively responsible office/administrative experience, or an equivalent combination of training and experience.
Salary Information:
This is a full-time, 12-month, non-exempt staff position complete with both a competitive salary and full employee benefits package.
New hires will be placed on the UA staff salary schedule, Grade 77, based on education and experience.
Special Instructions to Applicants:
Please attach a resume, cover letter, and the names and contact information for three (3) professional references with your application.
Applications will be reviewed on a rolling basis until a successful candidate is identified.
Review of application materials will begin immediately.
Search and selection procedures will be closed when a sufficient and viable number of qualified candidates have been identified To be eligible for this position, applicants must be legally authorized to work in the United States without restriction.
Applicants who now or may in the future require visa sponsorship to work in the United States are not eligible.
The University of Alaska (UA) is responsible for providing reasonable accommodations to individuals with disabilities throughout the applicant screening process.
If you need assistance in completing this application or during any phase of the interview process, please contact UA Human Resources by phone at 907-450-8200.
UA is an AA/EO employer and educational institution and prohibits illegal discrimination against any individual:
The successful applicant is required to complete a background check.
Any offer of employment is contingent on the background check.
Your application for employment with the University of Alaska is subject to public disclosure under the Alaska Public Records Act.
If you have any questions regarding this position, please contact Stasia Craddick, CRCD HR Coordinator, at email protected or 907-474-6569.
Advertised:
03 Aug 2023 Alaskan Daylight Time Applications close:
.
Estimated Salary: $20 to $28 per hour based on qualifications.
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