CLA Anthropology Department Administrative Assistant

Apply now Job no: 510373
Classification:Administrative Generalist 3
Grade:Grade 76
Work type:Staff Full-time
Administrative Unit:University of Alaska Fairbanks
School/Business unit:College of Liberal Arts
Location: Fairbanks
Categories: Office/Clerical, Other

Position Summary:

The University of Alaska Fairbanks Anthropology Department is seeking motivated applicants who are good with people, attention to detail, and tracking multiple processes and tasks. The position is 12-month, full-time during the academic year and part-time during the summer. Minimum hourly rate is $19.15.

Duties:

25FISCAL DUTIES • Work under the UA BOR policies and UA regulations as well as the CLA processes and procedures to ensure accuracy and compliance with all financial transactions • Monitor unrestricted budgets for Anthropology Department, and assist the CLA Fiscal Officer with restricted budgets including budgets for collaborative grants in which department faculty are involved • Prepare internal financial reports for the CLA Fiscal Officer • Adjust and help plan spending • Prepare journal vouchers and petty cash vouchers • Research items for purchase • Prepare and complete all purchasing. • Submit and verify billing for accounts payable • Use ProCard with its associated requirements • Use basic knowledge of grants and contracts, and budget and fiscal skills to monitor multiple project budgets, and initiate appropriate reminders of balances • Assist with tracking project deadlines, initiate timely reminders • Use a UA ProCard and work in Banner to encumber funds and make adjustmentsEssential
25TRAVEL DUTIES • Work closely with the CLA travel coordinator to ensure travel compliance with UA BOR and University Regulations • Assist traveler with the internal travel request form and secure a travel authorization through the CLA travel coordinator before making travel purchase • Make travel, hotel, and car rental arrangements and reservations (both domestic and international) for the department's faculty, staff, students, and faculty recruitment finalists • Submit all required original receipts to the CLA travel coordinator for accurate processing of the Travel Expense Report - Travel includes hosting guest speakers, helping faculty and students and the responsibility for setting the procedures for departmental paperwork flowEssential
50ADMINISTRATIVE DUTIES • Provide complex administrative support to department chair and faculty with minimum supervision • Attend monthly CLA admin meetings • Prioritize workflow and take initiative in determining office needs • Maintain department and student files • Distribute departmental information to potential students • Prepare outgoing mail/email and distribute incoming mail/email • Schedule and prepare for meetings, presentations, and arrange for audio conferences • Attend department meetings and keep minutes • Edit correspondence and documents • Work with Facilities Services to arrange for room, electrical, phone, and Ethernet port modifications, changes, and repairs • Acquire student and class information for faculty using Banner • Assist the CLA comprehensive student advisor with preparation and submission of class schedules and academic changes • Communicate with regular and adjunct faculty, and the department chair to compile, submit, and update class schedules for each semester meeting the submission deadlines • Order textbooks and supplies • Assist with academic actions, i.e., withdrawals, petitions, change of grade • Help maintain office equipment • Assist students and members of the public who stop by or phone seeking help or information. Coordinate departmental outreach opportunities, preparing promotional materials, and making necessary advertising efforts • Maintain subscription files for the journal "Anthropological Papers of the University of Alaska" • Work with the Dean’s Office on recruitment for all department employee hires • Support new employees when they arrive, arranging their offices, phones, computers, furniture, supplies, and copier access • Acquire keys and prepare key issue paperwork as the key issue authority for the department • Assist faculty in graduate student selection and Teaching Assistantships by creating and managing database of all applicants • Assist in registration process for new graduate students • Assist in preparation for Graduate Teaching Assistant Orientation • Assist with thesis defenses by identifying defenders, preparing all defense paperwork, arranging rooms and audio-conferencing, if needed, preparing JVs for departmental copy of thesis • Utilize Banner Student module to research student and course-related questions • Maintain the Anthropology website as necessary • Other duties as assignedEssential

The Department of Anthropology was founded in 1935 as part of the College of Arts and Sciences at the University of Alaska. The first undergraduate degrees in Anthropology were given in 1959, the first MA degrees in 1968 and the first PhD degrees in 1988. We are the only anthropology program in the United States that maintains a holistic approach to circumpolar studies, providing instruction and research in all aspects of anthropology.

The Anthropology Department seeks qualified applicants for a 12 month position at full time (40 hrs. week) for 10 months and part-time during the summer (20 hrs. week) for 2 months. This position will make daily management decisions to ensure the department runs smoothly and all deadlines are met. This position also manages the budgets for the Anthropology Department, monitors fiscal activity, maintains the fiscal records, and forecasts expenditures.  Pay is at Grade 76, $19.15 minimum hourly.

Successful candidate provides complex administrative support with minimum supervision to the Anthropology Department Chair, faculty and students by serving as the point of contact for the department, monitoring the fiscal budget, making travel arrangements and tending to general office management duties such as filing, electronic record management, website maintenance, and paperwork processes. This position reports to the Anthropology Department Chair and the CLA Executive Officer.

Required Experience and Training: Two years of previous clerical experience including accounting, record keeping, and computer skills. HS Diploma or equivalent.  This position requires a working knowledge of computers, MS Word, and Excel.

* To ensure consideration, please apply prior to October 14, 2018, 11:55 PM Alaska Standard Time. The initial review will begin October 15, 2018. The position will be open until filled.
 
* Please provide the following with your application:
 
1.  Cover letter
 
2.  Resume
 
3.  Names and contact information for 3 professional references

Background Check:

The successful applicant is required to complete a background check.  Any offer of employment is contingent on the background check.

Probationary Period:

Pursuant to University Regulation 04.07.020, new employees of the University are employed in an at-will probationary status for the first six months of employment.   During the probationary period, employment may be terminated for no reason or any reason.  Promoted employees also serve a probationary period with limited rights of retreat.

Training Policy:

It is the policy of the University of Alaska Fairbanks that all employees are required to attend training to meet the requirements of the positions they hold, and to complete the required training within a specified period of time to remain employed at UAF.  The policy can be located at:  http://www.uaf.edu/chancellor/policy/04.07.010/

Tobacco-Free Campus:

UAF Campus is a tobacco free campus.  For more information, please go to: http://www.uaf.edu/tobaccofreecampus/

Notice of Nondiscrimination:

The University of Alaska is an affirmative action/equal opportunity employer and educational institution.  The University of Alaska does not discriminate on the basis of race, religion, color, national origin, citizenship, age, sex, physical or mental disability, status as a protected veteran, marital status, changes in marital status, pregnancy, childbirth or related medical conditions, parenthood, sexual orientation, gender identity, political affiliation or belief, genetic information, or other legally protected status. The University's commitment to nondiscrimination, including against sex discrimination, applies to students, employees, and applicants for admission and employment. Contact information, applicable laws, and complaint procedures are included on UA's statement of nondiscrimination available at www.alaska.edu/nondiscrimination

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