College of Engineering Departmental Assistant and Advisor

Apply now Job no: 509385
Classification:Administrative Specialist 1
Grade:Grade 77
Work type:Staff Full-time
Administrative Unit:University of Alaska Anchorage
School/Business unit:College of Engineering
Location: Anchorage
Categories: Academic Advising/Support, Office/Clerical

Position Summary:

This position serves as a main point of contact for many students, staff and faculty, therefore customer service is of the utmost priority. It is expected that this position will act professionally and provide superior customer service to each person that they assist. This position will serve as one of the main advisers for the college of engineering and will be required to guide students through our degree requirements while helping with any issues that may arise during this process. This position provides day-to-day administrative support for up to six College of Engineering Academic Departments. Support would be assigned as needed to the following departments: Mechanical Engineering, Geomatics, Civil Engineering, Electrical Engineering, Project Management, and Computer Science and Engineering. Duties include providing direct, high-level administrative assistance to faculty and staff associated with the assigned program. Must be able to work an 8am-5pm Monday through Friday schedule. Also need to be flexible to work some nights or weekends as needed for special events.

Duties:

10Records and Information Management/Financial: Enter and retrieve information from various UA database systems (i.e. Banner, DegreeWorks, Onbase, Toad, PageUp and departmental databases). Develop, maintain and track records or confidential files for students. Use various UA database systems on a daily basis to track new majors, organize and maintain filing systems. Maintain records related to departments, faculty members, or program in order to make records and reports easy to file and/or retrieve. Maintain basic departmental databases as necessary. Assign academic advisors, and create student files. Retrieve and enter confidential student information for all students including incoming freshmen (i.e. banner or departmental databases) and prepare information for faculty advisor review. Other records management and filing duties as assigned. Work with the COENG Fiscal Department to: Gather applicant data from UA job sites, organize, and prepares files for decision-making; gather funding information, process and issue tuition waivers, and collect and process information for scholarship awards. Gather documents for faculty travel and reimbursement and work with the COENG Fiscal Department for final processing. Assist in preparation and submission of job advertisements for faculty and staff positions within College of Engineering departments in various newspapers, magazines and professional organizations for website posting as needed. Purchase all course related materials and office supplies for faculty with university ProCard. Reconcile purchases and submit reports to COENG Fiscal Office in a timely manner and include various required forms and receipts. Other fiscal duties as assigned.Essential
40Academic Program and Faculty Support: This position serves as a main point of contact for many students, staff and faculty, therefore customer service is of the utmost priority. It is expected that this position will act professionally and provide superior customer service to each person that they assist. This position provides day-to-day administrative support for up to six College of Engineering Academic Departments. Support would be assigned as needed to the following departments: Mechanical Engineering, Civil Engineering, Electrical Engineering, Project Management, and Computer Science and Engineering. Duties include providing direct, high-level administrative assistance to faculty and staff associated with the assigned program. Proofread and edit memos or documents for the Administrative Manager, department chairs and/or faculty members. Compile materials and information for routine reports and other departmental documents. Coordinate collection of various student forms, ensuring that all university guidelines are properly followed. Proctor exams and/or distribute exam materials as needed. Prepare, administer, collect and deliver student evaluations of faculty members and courses as needed. Prepare pamphlets, brochures, and other handouts for distribution to students, faculty, and staff as needed. Assist in the ordering of textbooks for faculty members; submit changes and additions to course listings to the Registrar''s office. In collaboration with other engineering departments and on a strict deadline you will prepare and coordinate submission of initial and final proofs. You will also be expected to prepare and coordinate class schedules including any changes or additions to course listings. Any proofs or course scheduling will be submitted to the Administrative Manager or Associate Dean for final submission.. Perform tasks which require advanced skills in organization and planning, in-depth knowledge of unit operations and objectives, and overall knowledge of all departments. Collect materials from faculty members and other available sources for preparation of various reports, and for updating website for accreditation purposes. Assist in development and maintenance of web pages within the University Content Management System (CMS) as needed, including responsibility for ensuring that departmental website information is current. Assist students with paperwork and with locating faculty, facilities, and services on campus. Inform students of academic policies and procedures. Maintain department information packets and assist with creating promotional and informational materials (newsletters, brochures, publicity flyers, press releases) as needed. This position is expected to perform tasks in a timely manner, arrive to work during the scheduled working hours, and will report directly to the Administrative Manager. While it is not a common occurrence, this position may have work that will need to be performed outside of normal business hours. Perform other program support duties as assigned. Meeting Preparation and Coordination: Coordinating and planning departmental meetings, special events and conferences as needed. Assist with activities in support of review committees and work groups that are convened by the Department Chairs. Attend meetings as appropriate, take meeting minutes, follow-up on necessary actions, and work on special projects as assigned by Chairs and/or Administrative Manager to advance the department mission. Assist with creating promotional and informational materials related to event/meeting that you are planning. Work with the College of Engineering''s budget staff on fiscal responsibilities and requirements. Coordinate the use of facilities, services and equipment that is necessary for the event/meeting. Troubleshoot, resolve and/or assist with special situations or problems that arise during event/meeting. Assist other departments with events as needed, this may include travel and purchasing items from local stores and set up for events on/off campus. Other event/meeting related duties as assigned. General Office Support: Answer departmental phones, take messages and disseminate information. Handle all calls, correspondence and visitors by answering general questions regarding the college or various departments. Provide information or refer individuals to the appropriate faculty or staff member. Open, sort, distribute, collect and deliver mail. Track all inventory of supplies and equipment to ensure department is properly equipped. Proofread or edit memos or documents for the department head, Administrative Manager and/or faculty members. Compile materials and information for routine reports or other departmental documents. Photocopy materials as needed and other office support duties as assigned.Essential
50Academic Advising: Ability to work with students with a wide range of ages, cultural backgrounds, learning styles, academic preparation, and ability level is required. This position is highly dependent on excellent customer service skills. Advanced public speaking skills and good command of the English language are required. This position must have the ability to troubleshoot situations to determine the best course of action, the ability to listen effectively to students in challenging circumstances and respond with supportive action, as well as the ability to interpret information to determine placement. Academic advising may begin while the student is in high school and continues throughout the student''s academic career. Advising will include helping students explore various fields of interest, select specific academic majors, research career options that relate to their programs, and develop plans of study appropriate for their educational goals. This position will assist with problem solving in order to promote student persistence and retention. Assist students with navigating COENG and university programs and processes. This position will help identify and analyze options appropriate for individual student success. Assist with assigning a faculty academic adviser depending on the student''s area of interest and the adviser''s area of expertise. Provide information and guidance to individual students or to a group of students, from admissions through graduation if needed. Help students with cognitive growth and developing accountability for their academic decisions and an understanding of how those decisions affect their success. Counsel students with identifying options in resolving academic issues. Make recommendations and inform students regarding course requirements, offerings, and selections to help meet their educational goals. Plan and conduct orientations for new students and transfer students as needed. Inform students and the public about a variety of topics such as university, campus, and department requirements, policies and procedures as needed. Interprets tests and assessment tools such as ACT, SAT, and Accuplacer to determine students'' aptitudes and appropriate course placement. Assess student issues or concerns and when appropriate, make timely referrals to relevant services such as Student Health Center, Financial Aid and Career Services. Collaborates with other academic units and student services departments throughout the university to facilitate student support. Review and interpret degree audits. Actively adheres to FERPA regulations and confidentiality procedures and keeps up to date with the certification. This position will participate in developing, implementing, evaluating, and refining COENG’s advising program goals and strategies. This position will ensure student records are maintained in accordance with relevant processes, policies, and procedures.Essential

The College of Engineering is looking for a Departmental Administrative Assistant/Advisor. This position serves as a main point of contact for many students, staff and faculty, therefore customer service is of the utmost priority. It is expected that this position will act professionally and provide superior customer service to each person that they assist. This position will serve as one of the main advisors for the College of Engineering and will be required to guide students through our degree requirements while helping with any issues that may arise during this process. This position provides day-to-day administrative support for up to six College of Engineering Academic Departments. Support would be assigned as needed to the following departments: Mechanical Engineering, Geomatics, Civil Engineering, Electrical Engineering, Project Management, and Computer Science and Engineering. Duties include providing direct, high-level administrative assistance to faculty and staff associated with the assigned program. Must be able to work an 8am-5pm Monday through Friday schedule. Also need to be flexible to work some nights or weekends as needed for special events.

Knowledge/Skills/Abilities:

Knowledge of University environment. Public speaking skills. Ability to comprehend and apply
university policies and procedures as they relate to students. Ability to communicate effectively in person and in writing. Ability to work effectively in a fast paced environment.Strong organizational skills with the ability to work independently and take initiative with little or no supervision at times. Ability to manage multiple priorities in a dynamic work environment and respond to shifting priorities by remaining flexible. Ability to comprehend and apply university policies and procedures as they relate to students. Ability to work as part of a team. Aptitude for comprehending another’s situation. Experience in customer service. Knowledge of advanced computer programs and operations. Knowledge of design and maintenance of web sites and experience in fiscal related duties. Ability to analyze situations and solve problems independently.

Required Experience:

Bachelor’s degree preferred or an equivalent combination of training and experience. Two years’ office/administrative experience as well as experience with advising in a college setting preferred.

Typical Education or Training:

Bachelor’s degree preferred or an equivalent combination of training and experience. Two years’ office/administrative experience as well as experience with advising in a college setting preferred.

 

Applicant review will begin on June 1st 2018

Advertised: Alaskan Daylight Time
Applications close: Alaskan Daylight Time

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