Administrative Assistant - GI Director's Office
Administrative Assistant - GI Director's Office Apply now (https:
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Job Number:
525660
Classification:
Administrative Generalist 4
Grade:
Grade 77
Work type:
On Campus, Staff Full-time
Administrative Unit:
University of Alaska Fairbanks
School/Business unit:
UAF Geophysical Institute
Location:
Fairbanks
Categories:
Administrative/Personnel, Office/Clerical Position
Summary:
The Geophysical Institute is seeking an Administrative Assistant for the Director's office to coordinate and oversee the office's day-to-day operations.
This position will perform various administrative functions requiring independence, judgment, and initiative.
Duties:
10 Visa:
Facilitate and process J-1 and H1B visa applications and renewals for visiting research scholars and faculty position candidates.
Review HR Coordinator paperwork prior to submission to the International Programs and Initiatives department.
Process paperwork for personnel documents requiring the application of standard techniques, procedures, and criteria.
Essential 20 Coordination Management:
Maintaining electronic records, filling, providing support to department staff when requested.
Assist in coordinating training and outreach events on campus for faculty and staff.
Develop, maintain, and track records or confidential information.
Assist with maintenance of filing and database systems.
Other duties as assigned.
Essential 20 Events:
Assist with visitors as assigned for GI visits, recommending accommodations, ensuring visitors have transportation, parking passes, and through directions to the event locations.
Assist with event/meeting/training planning, room set-up, audio/video and computer needs.
Work directly with vendors.
Troubleshoot and resolve special situations that arise during an event.
Coordinate with the Financial Manager/ Office Administration on any needed purchases for events to correctly purchase within appropriate regulations.
Coordinate small and large events.
Essential 50 Office Support:
Answer the phone, take messages, and disseminate information.
Screen calls/correspondence, answer routine inquiries, and/or provide information or refer inquiries to appropriate staff members.
Organize and schedule appointments.
Schedule meetings, including reserving facilities, arranging audio/video support, and take detailed minutes.
Develop and maintain a filing system.
Update and maintain office policies and procedures.
Maintain contact lists.
Book travel arrangements.
Provide general support to visitors.
Act as the point of contact for internal and external clients.
Liaise with executive and senior administrative assistants to handle requests and queries from senior managers.
Essential The Geophysical Institute is a research-driven organization at the University of Alaska Fairbanks.
The university offers an attractive work environment and strong benefits including retirement and health insurance, generous leave policies, and tuition waivers for UAF courses.
The Geophysical Institute is committed to equity, inclusion, and accountability and values the open sharing of different perspectives.
We support a respectful and welcoming environment and a commitment to serving Alaska and Alaskans with strong applied science.
Career growth and professional development are expected and encouraged.
As a public, regional, comprehensive university, UAF is committed to building a culturally diverse and inclusive organization and strongly encourages women, minorities, members from marginalized communities, individuals with disabilities, and veterans to apply.
Knowledge, Skills, Abilities:
General knowledge and application of administrative concepts and practices.
Knowledge of office management systems and procedures.
Working knowledge of office equipment, like printers and fax machines.
Proficiency in Windows, Mac, MS Office (MS Excel and MS PowerPoint, in particular).
Knowledge of grammar, spelling, capitalization, and punctuation to transcribe material accurately.
Understanding of websites, scheduling calendars, and the internet.
Knowledge of basic phone skills, and etiquette.
Ability to communicate effectively orally and in writing.
Ability to maintain confidentiality.
Knowledge of information management regulations.
Knowledge of basic fiscal skills.
Ability to work with intermittent supervision.
Ability to multitask and prioritize.
Experience in organizing events.
Ability to schedule travel arrangements.
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 position is full-time,Grade 77 ( https:
//www.
alaska.
edu/hr/talent/files/fy21-salary-schedules/regular-staff-salary-schedules/FY21%20All%20Staff%20Salary%20Schedule.
pdf) , term-funded, non-exempt, 12-month position complete with a competitive salary andUA employee benefits package.
(https:
//www.
alaska.
edu/hr/benefits/) New hires will be placed on theUA staff salary schedule (https:
//www.
alaska.
edu/hr/talent/files/fy23-salary-schedules/FY23_A4_Staff-Salary-Grid_com-Hrly-bi-ann_w-desc-rpt.
pdf) , 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.
This position will be physically located at the UAF campus in Fairbanks, Alaska.
The successful finalist will be expected to report to duty at the UAF office on the first day of employment.
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.
Applicants must be legally eligible for unrestricted employment to work in the U.
S.
No work visas will be sponsored for this position.
This position is a term-funded position and is reviewed annually for contract renewal at the University's discretion.
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:
www.
alaska.
edu/nondiscrimination 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 need assistance applying to this posting, please contact GI - Office of Human Resources at 907-474-7357 or at email protected .
Advertised:
22 Sep 2023 Alaskan Daylight Time Applications close:
Recommended Skills Administration Audio Equipments Communication Confidentiality Databases Fax Estimated Salary: $20 to $28 per hour based on qualifications.
//secure.
dc4.
pageuppeople.
com/apply/751/gateway/default.
aspx?c=apply&lJobID=525660&lJobSourceTypeID=796&sLanguage=en-us) />
Job Number:
525660
Classification:
Administrative Generalist 4
Grade:
Grade 77
Work type:
On Campus, Staff Full-time
Administrative Unit:
University of Alaska Fairbanks
School/Business unit:
UAF Geophysical Institute
Location:
Fairbanks
Categories:
Administrative/Personnel, Office/Clerical Position
Summary:
The Geophysical Institute is seeking an Administrative Assistant for the Director's office to coordinate and oversee the office's day-to-day operations.
This position will perform various administrative functions requiring independence, judgment, and initiative.
Duties:
10 Visa:
Facilitate and process J-1 and H1B visa applications and renewals for visiting research scholars and faculty position candidates.
Review HR Coordinator paperwork prior to submission to the International Programs and Initiatives department.
Process paperwork for personnel documents requiring the application of standard techniques, procedures, and criteria.
Essential 20 Coordination Management:
Maintaining electronic records, filling, providing support to department staff when requested.
Assist in coordinating training and outreach events on campus for faculty and staff.
Develop, maintain, and track records or confidential information.
Assist with maintenance of filing and database systems.
Other duties as assigned.
Essential 20 Events:
Assist with visitors as assigned for GI visits, recommending accommodations, ensuring visitors have transportation, parking passes, and through directions to the event locations.
Assist with event/meeting/training planning, room set-up, audio/video and computer needs.
Work directly with vendors.
Troubleshoot and resolve special situations that arise during an event.
Coordinate with the Financial Manager/ Office Administration on any needed purchases for events to correctly purchase within appropriate regulations.
Coordinate small and large events.
Essential 50 Office Support:
Answer the phone, take messages, and disseminate information.
Screen calls/correspondence, answer routine inquiries, and/or provide information or refer inquiries to appropriate staff members.
Organize and schedule appointments.
Schedule meetings, including reserving facilities, arranging audio/video support, and take detailed minutes.
Develop and maintain a filing system.
Update and maintain office policies and procedures.
Maintain contact lists.
Book travel arrangements.
Provide general support to visitors.
Act as the point of contact for internal and external clients.
Liaise with executive and senior administrative assistants to handle requests and queries from senior managers.
Essential The Geophysical Institute is a research-driven organization at the University of Alaska Fairbanks.
The university offers an attractive work environment and strong benefits including retirement and health insurance, generous leave policies, and tuition waivers for UAF courses.
The Geophysical Institute is committed to equity, inclusion, and accountability and values the open sharing of different perspectives.
We support a respectful and welcoming environment and a commitment to serving Alaska and Alaskans with strong applied science.
Career growth and professional development are expected and encouraged.
As a public, regional, comprehensive university, UAF is committed to building a culturally diverse and inclusive organization and strongly encourages women, minorities, members from marginalized communities, individuals with disabilities, and veterans to apply.
Knowledge, Skills, Abilities:
General knowledge and application of administrative concepts and practices.
Knowledge of office management systems and procedures.
Working knowledge of office equipment, like printers and fax machines.
Proficiency in Windows, Mac, MS Office (MS Excel and MS PowerPoint, in particular).
Knowledge of grammar, spelling, capitalization, and punctuation to transcribe material accurately.
Understanding of websites, scheduling calendars, and the internet.
Knowledge of basic phone skills, and etiquette.
Ability to communicate effectively orally and in writing.
Ability to maintain confidentiality.
Knowledge of information management regulations.
Knowledge of basic fiscal skills.
Ability to work with intermittent supervision.
Ability to multitask and prioritize.
Experience in organizing events.
Ability to schedule travel arrangements.
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 position is full-time,Grade 77 ( https:
//www.
alaska.
edu/hr/talent/files/fy21-salary-schedules/regular-staff-salary-schedules/FY21%20All%20Staff%20Salary%20Schedule.
pdf) , term-funded, non-exempt, 12-month position complete with a competitive salary andUA employee benefits package.
(https:
//www.
alaska.
edu/hr/benefits/) New hires will be placed on theUA staff salary schedule (https:
//www.
alaska.
edu/hr/talent/files/fy23-salary-schedules/FY23_A4_Staff-Salary-Grid_com-Hrly-bi-ann_w-desc-rpt.
pdf) , 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.
This position will be physically located at the UAF campus in Fairbanks, Alaska.
The successful finalist will be expected to report to duty at the UAF office on the first day of employment.
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.
Applicants must be legally eligible for unrestricted employment to work in the U.
S.
No work visas will be sponsored for this position.
This position is a term-funded position and is reviewed annually for contract renewal at the University's discretion.
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:
www.
alaska.
edu/nondiscrimination 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 need assistance applying to this posting, please contact GI - Office of Human Resources at 907-474-7357 or at email protected .
Advertised:
22 Sep 2023 Alaskan Daylight Time Applications close:
Recommended Skills Administration Audio Equipments Communication Confidentiality Databases Fax Estimated Salary: $20 to $28 per hour based on qualifications.
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