Program Coordinator/Office Manager
Fairbanks, AK Fairbanks, AK Full-time Full-time Estimated:
$55.
2K - $69.
9K a year Estimated:
$55.
2K - $69.
9K a year 8 hours ago 8 hours ago 8 hours ago Job Number:
525429 Classification:
Administrative Specialist 1 Grade:
Grade 77 Work type:
On Campus, Staff Full-time Administrative Unit:
University of Alaska Fairbanks School/Business unit:
UAF College of Nat Science & Math Location:
Fairbanks Categories:
Business/Accounting/Finance, Office/Clerical Position
Summary:
The Department of Veterinary Medicine seeks an energetic, well-rounded, detail-oriented team member to join us as the Office Manager.
This is a Full-time, benefited position for 11 months of the year.
This position serves as the first point of contact for the department, manages the office, provides critical program support and serves as the liaison with the partner institution, Colorado State University.
This position includes a lot of variety in duties.
Currently there are 7 staff/faculty members and approximately 30 students in the department.
Duties:
1-35Academic Program Support:
This position is essential to helping students integrate into the rigorous program requirements to ensure compliance with CSU standards and ensure academic success.
The employee provides guidance to students and faculty with regard to academic policies and processes; identifies, researches and analyzes problems associated with the delivery of the DVM program, in cooperation with the departmental leadership; communicates with CSU partner institution to ensure that the needs of the students are met and ensures smooth delivery of content and exams; gathers data and manages accreditation paperwork for coordination between UAF and CSU including preparation of documentation for AVMA visits; and supports report preparation.
The employee also maintains a central digital repository of student files (ensuring for completeness), course syllabi, and disseminates as needed; prepares course schedules each semester in consultation with faculty and dean's office; mitigates room/scheduling conflicts and enters into CLSS database; prepares paperwork for course changes, additions/changes to schedule and catalog, keeping updated list of changes; maintains an exam calendar; works with faculty to resolve any conflicts over exam times; enters departmental overrides for student registration at UAF and CSU; requests PIN and credit load adjustments from the registrar's office; assists with organizing new student orientation and provides onboarding support to incoming students; requests paper rosters and submits semester grades for students when courses end after the UAF grade submission deadline as well as entering grades and course ranking information at CSU.
This position offers pre-vet advising to students interested in applying to our program as well as assisting academic advisors with questions on how the program works; maintains and updates lists of course textbooks and supplies and disseminates this information to students each semester; maintains a library of textbooks for student use, ensuring that the collection is updated as course textbooks change; prepares documents in Course Leaf; coordinates submission of Special Topics courses by working in collaboration with faculty; troubleshoots any issues with student fees, CRNs, and instructor approvals for all Special Topics courses; serves as a resource for program/project activities; maintains program information and documentation; supports and coordinates activities in the Pet Donation and Pet Necropsy programs, as needed; and coordinates scholarship application review.
Essential 2-30Office Management and Administrative Support:
This employee is the central figure in the department/program and serves as the main point of contact between department personnel, the dean's office, and internal/external constituencies, especially partner institution Colorado State University (CSU).
The individual creates and maintains positive and professional relationships with the dean's office staff, department personnel, and other entities; provides comprehensive administrative support to departmental leadership as well as department personnel; independently composes (mainly email) correspondence using standard business format regarding a variety of simple and complex issues; prepares correspondence and documents for others' signatures; and properly handles confidential papers and forms.
The incumbent serves on department, college and university committees, as requested; participates in staff development and attends training sessions to upgrade and maintain currency in job skills and university practices/procedures; and communicate concerns and makes suggestions for improvements on processes and training.
Front Desk:
This position meets walk-ins (faculty, students, visitors); handles incoming and outgoing mail; receives deliveries; responds to inquiries that come via telephone, fax, email, or document sharing; disburses office and teaching supplies; maintains office calendar; arranges meetings; maintains the department website as well as relevant social media accounts; manages department lists and rosters; updates People directory; posts announcements on appropriate platforms and listservs; supervise student employees as assigned; and responds to requests for information, complains or issues resolves or delegates, as appropriate.
Records Management:
The employee creates, organizes and maintains a filing system of documents with a preference for digital storage; keeps records (such as confidential student records, faculty working files, inventory, budget and finance, purchasing, travel, ProCard and corporate credit card purchases) up to date; adheres to university policy for records retention and confidential records management; and follows through on proper storage and handling of confidential records and arrangement for proper disposal of paper files no longer needed.
Facility/Space Management:
The incumbent monitors office and workspace needs for department personnel; works with CNSM executive officer and other relevant campus personnel regarding space use; reports building maintenance problems, submits work orders and monitors follow up; assists staff and faculty with furniture acquisition, repair and maintenance; assists faculty and staff with ergonomic or other special workplace requests; issues key requests to faculty, staff and students within the department; serves as coordinator for space or building issues; and manages department property as needed.
Essential 3-20Purchasing, Travel, and Fiscal
Responsibilities:
The position originates and processes travel authorization and expenses report forms for faculty, staff, students, job candidates or accreditation team members; coordinates and arranges all travel services including airfare, lodging and expenses; reconciles ProCard or Travel Card; monitors and maintains inventory of office supplies; researches the best possible price and shipping to purchase supplies and equipment; prepares purchase requisitions; receives and verifies receipt of all goods and services against internal requisition forms, packing slips and invoices; maintains office equipment; and maintains soft ledger of department discretionary funds and work with the college fiscal officer to maintain accounts.
The incumbent assists department leadership in planning and managing the annual operating budget; works with the college fiscal officer to address and resolve specific questions and concerns as well as keeping them informed of projected salary budget changes and current status of revenues and expenses relative to budget authority levels; monitors budget revisions or adjustments to budget projections; tracks department expenses; provides billing information to Bursar, Registrar and partner CSU for student tuition, fees and costs associate with the program; verifies charges of partner CSU and Bursar for accuracy; prepares, reviews and revises fees, tuition, insurance, and curriculum between UAF and CSU.
Essential 4-10Meeting, Event, and Outreach Coordination and Fundraising:
The employee coordinates education outreach efforts of the program; assists in developing promotional materials; coordinates regular (monthly and annually) faculty and staff meetings, and training events; arranges special conferences, meetings and accreditation visits; negotiates with vendors to secure the best contract terms possible; monitors special events to ensure positive outcome; troubleshoots and resolve special situations that arise during events; assists in fundraising efforts for the program, in cooperation with the department leadership, student groups, dean's office and UAF Development.
Essential 5HR and Recruitment support:
This position provides logistical support and coordination for department recruitment processes as requested; provides paperwork for personnel actions including new hires, termination, and promotions as requested by HR Coordinator; assists with any student employees and adjunct faculty recruitment and submit requests hiring requests to CNSM HR Coordinator.
Essential The successful candidate must be able to work independently and follow instructions with out close supervision, be a team player and have excellent interpersonal skills.
Competency in word processing, electronic mail, telephone systems, general office equipment, relevant software and ability to use social media is required.
Knowledge, Skills, Abilities:
Excellent communication, interpersonal, and organizational skills Ability to use digital tools to complete work and possess competency in word processing, spreadsheets, databases, electronic mail, telephone systems and general office equipment Basic fiscal skills Ability to multi-task and prioritize projects Attention to detail Ability to work independently, take initiative, exercise good judgment, and follow instructions without close supervision Ability to work as part of a team Ability to maintain confidentiality Ability to supervise a team of student employees Strong organizational skills Ability to learn and stay abreast of software, databases and information systems.
Ability to exercise sound judgment, to analyze situations and make decisions.
Preferred Experience & Education:
Three years progressively responsible office/administrative experience or an equivalent combination of training and experience; one to three years fiscal related experience or equivalent.
Experience implementing support functions, customer service techniques, and good interpersonal and communication skills.
Experience in planning and coordinating is preferred.
Required Experience & Education:
High school diploma and progressively responsible experience (AAS or BA/BS preferred), OR an equivalent combination of training and experience.
Salary Information:
This is a full-time, 11-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 make sure you listed references are job related.
The review process for applications will begin on 8/28/23, to ensure consideration apply before August 27, 2023, 11:
55 pm AKT.
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 Sheri Hall, CNSM Human Resource Manager at email protected or (907) 474-6714.
Advertised:
11 Aug 2023 Alaskan Daylight Time Applications close:
.
Estimated Salary: $20 to $28 per hour based on qualifications.
$55.
2K - $69.
9K a year Estimated:
$55.
2K - $69.
9K a year 8 hours ago 8 hours ago 8 hours ago Job Number:
525429 Classification:
Administrative Specialist 1 Grade:
Grade 77 Work type:
On Campus, Staff Full-time Administrative Unit:
University of Alaska Fairbanks School/Business unit:
UAF College of Nat Science & Math Location:
Fairbanks Categories:
Business/Accounting/Finance, Office/Clerical Position
Summary:
The Department of Veterinary Medicine seeks an energetic, well-rounded, detail-oriented team member to join us as the Office Manager.
This is a Full-time, benefited position for 11 months of the year.
This position serves as the first point of contact for the department, manages the office, provides critical program support and serves as the liaison with the partner institution, Colorado State University.
This position includes a lot of variety in duties.
Currently there are 7 staff/faculty members and approximately 30 students in the department.
Duties:
1-35Academic Program Support:
This position is essential to helping students integrate into the rigorous program requirements to ensure compliance with CSU standards and ensure academic success.
The employee provides guidance to students and faculty with regard to academic policies and processes; identifies, researches and analyzes problems associated with the delivery of the DVM program, in cooperation with the departmental leadership; communicates with CSU partner institution to ensure that the needs of the students are met and ensures smooth delivery of content and exams; gathers data and manages accreditation paperwork for coordination between UAF and CSU including preparation of documentation for AVMA visits; and supports report preparation.
The employee also maintains a central digital repository of student files (ensuring for completeness), course syllabi, and disseminates as needed; prepares course schedules each semester in consultation with faculty and dean's office; mitigates room/scheduling conflicts and enters into CLSS database; prepares paperwork for course changes, additions/changes to schedule and catalog, keeping updated list of changes; maintains an exam calendar; works with faculty to resolve any conflicts over exam times; enters departmental overrides for student registration at UAF and CSU; requests PIN and credit load adjustments from the registrar's office; assists with organizing new student orientation and provides onboarding support to incoming students; requests paper rosters and submits semester grades for students when courses end after the UAF grade submission deadline as well as entering grades and course ranking information at CSU.
This position offers pre-vet advising to students interested in applying to our program as well as assisting academic advisors with questions on how the program works; maintains and updates lists of course textbooks and supplies and disseminates this information to students each semester; maintains a library of textbooks for student use, ensuring that the collection is updated as course textbooks change; prepares documents in Course Leaf; coordinates submission of Special Topics courses by working in collaboration with faculty; troubleshoots any issues with student fees, CRNs, and instructor approvals for all Special Topics courses; serves as a resource for program/project activities; maintains program information and documentation; supports and coordinates activities in the Pet Donation and Pet Necropsy programs, as needed; and coordinates scholarship application review.
Essential 2-30Office Management and Administrative Support:
This employee is the central figure in the department/program and serves as the main point of contact between department personnel, the dean's office, and internal/external constituencies, especially partner institution Colorado State University (CSU).
The individual creates and maintains positive and professional relationships with the dean's office staff, department personnel, and other entities; provides comprehensive administrative support to departmental leadership as well as department personnel; independently composes (mainly email) correspondence using standard business format regarding a variety of simple and complex issues; prepares correspondence and documents for others' signatures; and properly handles confidential papers and forms.
The incumbent serves on department, college and university committees, as requested; participates in staff development and attends training sessions to upgrade and maintain currency in job skills and university practices/procedures; and communicate concerns and makes suggestions for improvements on processes and training.
Front Desk:
This position meets walk-ins (faculty, students, visitors); handles incoming and outgoing mail; receives deliveries; responds to inquiries that come via telephone, fax, email, or document sharing; disburses office and teaching supplies; maintains office calendar; arranges meetings; maintains the department website as well as relevant social media accounts; manages department lists and rosters; updates People directory; posts announcements on appropriate platforms and listservs; supervise student employees as assigned; and responds to requests for information, complains or issues resolves or delegates, as appropriate.
Records Management:
The employee creates, organizes and maintains a filing system of documents with a preference for digital storage; keeps records (such as confidential student records, faculty working files, inventory, budget and finance, purchasing, travel, ProCard and corporate credit card purchases) up to date; adheres to university policy for records retention and confidential records management; and follows through on proper storage and handling of confidential records and arrangement for proper disposal of paper files no longer needed.
Facility/Space Management:
The incumbent monitors office and workspace needs for department personnel; works with CNSM executive officer and other relevant campus personnel regarding space use; reports building maintenance problems, submits work orders and monitors follow up; assists staff and faculty with furniture acquisition, repair and maintenance; assists faculty and staff with ergonomic or other special workplace requests; issues key requests to faculty, staff and students within the department; serves as coordinator for space or building issues; and manages department property as needed.
Essential 3-20Purchasing, Travel, and Fiscal
Responsibilities:
The position originates and processes travel authorization and expenses report forms for faculty, staff, students, job candidates or accreditation team members; coordinates and arranges all travel services including airfare, lodging and expenses; reconciles ProCard or Travel Card; monitors and maintains inventory of office supplies; researches the best possible price and shipping to purchase supplies and equipment; prepares purchase requisitions; receives and verifies receipt of all goods and services against internal requisition forms, packing slips and invoices; maintains office equipment; and maintains soft ledger of department discretionary funds and work with the college fiscal officer to maintain accounts.
The incumbent assists department leadership in planning and managing the annual operating budget; works with the college fiscal officer to address and resolve specific questions and concerns as well as keeping them informed of projected salary budget changes and current status of revenues and expenses relative to budget authority levels; monitors budget revisions or adjustments to budget projections; tracks department expenses; provides billing information to Bursar, Registrar and partner CSU for student tuition, fees and costs associate with the program; verifies charges of partner CSU and Bursar for accuracy; prepares, reviews and revises fees, tuition, insurance, and curriculum between UAF and CSU.
Essential 4-10Meeting, Event, and Outreach Coordination and Fundraising:
The employee coordinates education outreach efforts of the program; assists in developing promotional materials; coordinates regular (monthly and annually) faculty and staff meetings, and training events; arranges special conferences, meetings and accreditation visits; negotiates with vendors to secure the best contract terms possible; monitors special events to ensure positive outcome; troubleshoots and resolve special situations that arise during events; assists in fundraising efforts for the program, in cooperation with the department leadership, student groups, dean's office and UAF Development.
Essential 5HR and Recruitment support:
This position provides logistical support and coordination for department recruitment processes as requested; provides paperwork for personnel actions including new hires, termination, and promotions as requested by HR Coordinator; assists with any student employees and adjunct faculty recruitment and submit requests hiring requests to CNSM HR Coordinator.
Essential The successful candidate must be able to work independently and follow instructions with out close supervision, be a team player and have excellent interpersonal skills.
Competency in word processing, electronic mail, telephone systems, general office equipment, relevant software and ability to use social media is required.
Knowledge, Skills, Abilities:
Excellent communication, interpersonal, and organizational skills Ability to use digital tools to complete work and possess competency in word processing, spreadsheets, databases, electronic mail, telephone systems and general office equipment Basic fiscal skills Ability to multi-task and prioritize projects Attention to detail Ability to work independently, take initiative, exercise good judgment, and follow instructions without close supervision Ability to work as part of a team Ability to maintain confidentiality Ability to supervise a team of student employees Strong organizational skills Ability to learn and stay abreast of software, databases and information systems.
Ability to exercise sound judgment, to analyze situations and make decisions.
Preferred Experience & Education:
Three years progressively responsible office/administrative experience or an equivalent combination of training and experience; one to three years fiscal related experience or equivalent.
Experience implementing support functions, customer service techniques, and good interpersonal and communication skills.
Experience in planning and coordinating is preferred.
Required Experience & Education:
High school diploma and progressively responsible experience (AAS or BA/BS preferred), OR an equivalent combination of training and experience.
Salary Information:
This is a full-time, 11-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 make sure you listed references are job related.
The review process for applications will begin on 8/28/23, to ensure consideration apply before August 27, 2023, 11:
55 pm AKT.
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 Sheri Hall, CNSM Human Resource Manager at email protected or (907) 474-6714.
Advertised:
11 Aug 2023 Alaskan Daylight Time Applications close:
.
Estimated Salary: $20 to $28 per hour based on qualifications.
|
|
 | |
