Administrative Assistant, Alaska College of Education

Apply now Job no: 510023
Classification:Administrative Generalist 4
Grade:Grade 77
Work type:Staff Full-time
Administrative Unit:University of Alaska Southeast
School/Business unit:Juneau Campus Deans
Location: Juneau
Categories: Administrative/Personnel, Office/Clerical, Other

Position Summary:

Join the team of professionals who support the UAS mission as an Administrative Assistant in the Alaska College of Education. Our candidate to manage departmental travel and purchasing as well as assist program faculty will be skilled in the basics of bookkeeping, an effective communicator, well organized, able to work independently, and capable of tracking multiple tasks. The Alaska College of Education provides programs in initial and advanced teacher training, both on-campus and in distance delivered format. This position provides travel, purchasing and finance, human resources, and inventory management support for faculty, staff, and program participants.This position fulfills critical financial and office management duties for the Alaska College of Education which impact staff and faculty reimbursements, vendor payments, and travel arrangements. A successful candidate must understand the importance of diplomacy, confidentiality, and apply the appropriate standards. This position plays an important role in communicating with other UAS offices in order to perform tasks as several levels. We strongly encourage women, minorities, individuals with disabilities, and veterans to apply.

Duties:

10INVENTORY CONTROL AND SPECIAL PROJECTS: Maintains records of all equipment purchases for unit. Tracks inventory, including equipment, books, and office supplies. Keeps log of location of major equipment, works with Facilities on inventory control numbers. Oversees inventory checkout to faculty, staff, students. Ensures that office equipment including computers are maintained and updated regularly. Assist with other special projects initiated and assigned by the dean''s office.Essential
20PURCHASING: Prepares all unit purchase documents for faculty, staff, and programs according to UAS regulations. Holds unit credit card and maintains accurate and up to date log of all purchases, balanced monthly. Responsible for correct coding and back up documentation for all purchases. Tracks purchases from requisition status, through approval processes to purchase order, to delivery of products or services, receiving invoices, approving for payment and verifying that check has been issued. Maintains files of purchases. Assists with reconciliation of the monthly financial reports. Prepares journal vouchers, reallocations, check requests, honoraria, and other financial documents. Assists with preparing contracts for independent contractors. Provide advice and guidance to other administrative assistants who have limited purchasing and travel duties.Essential
30PROGRAM SUPPORT: Provide comprehensive administrative support to the Alaska College of Education programs and act as an office manager for the department(s): establish priorities, monitor academic deadlines, prepare correspondence, maintain smooth for of incoming and outgoing department materials. Maintain a high level of customer service to faculty and students. Provide directions and procedures to faculty and students. Act as an initial point of contact for the department and resource to provide information and assistance to faculty, staff, students and the general public. Answer general and specific inquires daily pertaining to the department and programs.Essential
40TRAVEL: Prepares documents and purchases airfare according to UAS regulations for all Alaska College of Education faculty, staff, and program participants. Holds the unit travel credit card and maintains accurate and up to date log of all travel purchases balanced monthly. Tracks travel arrangements from initial planning and approvals through final payments, including preparation of travel expense reports. Works with Travel desk to assure timely payments to vendors and personnel. Maintains travel files.Essential

Education & Experience

  • High School diploma, or an equivalent combination of training and experience.
  • Three years progressively responsible office/administrative experience or an equivalent combination of training and experience.

Knowledge/Skills/Abilities

  • Ability to prioritize projects and work flow and make decisions using independent judgment.
  • Strong written and verbal communication skills.
  • Strong Customer Service Skills
  • Knowledge of accounting techniques/practices, and maintain meticulous purchasing files.
  • Proficient in Microsoft Word and Excel and experienced with databases.
  • Proficient in handling matters of a sensitive and confidential nature, exercises tact, diplomacy, sensitivity, and helpfulness when interacting with students and faculty from diverse cultural and socioeconomic backgrounds.
  • Ability to analyze questions and problems, and resolve, or refer to appropriate staff/office, and convey information effectively.
  • Familiarity with UAS programs and UA data management systems is preferred. 

This is a full-time, Grade 77, 12-month position complete with a full employee benefits package. This is an open until filled recruitment with the initial application review taking place on August 27th, 2018.  A complete application will include a resume, cover letter, and contact information for three professional references. Contact uas.hr@alaska.edu, or phone (907) 796-6263 for technical support, additional questions, or to request ADA accommodation when completing your application.

As a public, regional, comprehensive university, UAS is committed to building a culturally diverse and inclusive organization and strongly encourages women, minorities, individuals with disabilities, and veterans to apply. All interested persons should apply online. For further assistance with the application process contact Human Resources at 907-796-6263 or email personnel@alaska.edu.

Advertised: Alaskan Daylight Time
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