Program Administrative Assistant

Apply now Job no: 510466
Classification:Administrative Generalist 2
Grade:Grade 75
Work type:Staff Full-time
Administrative Unit:University of Alaska Fairbanks
School/Business unit:UAF Provost Office Operations
Location: Fairbanks
Categories: Administrative/Personnel

Position Summary:

The Academic Advising Center at UAF serves general studies undeclared majors, pre-major and non-degree seeking students as well as pre-professional and academically disqualified students. The Program Administrative Assistant serves as the main front counter support for the center. This position provides clerical support through the performance of such tasks as appointment scheduling, typing, filing, sorting mail, answering phones, data entry, and copying documents. Communicates with students, general public, and other University departments regarding academic advising and helps to direct students, faculty and staff to appropriate departments. Provides back-up placement testing assistance as well as enter and extract information from the BANNER computer system. Maintains strict confidentiality of student academic and employment information.


15Outreach & Engagement: Implement AAC communication plan in order to contact students, faculty, and staff in person, by email, or phone in order to provide information concerning academic advising and student success events and activities announcements, position openings, and professional development opportunities. Create flyers and newsletters, post on campus and mail to target audience as well as assist with providing marketing materials and communication for events, workshops and registration campaigns. Maintain an operations manual for administrative functions and update regularly as methods, rules, and procedures change. Oversee procedures for bulk mailings. Maintain AAC website and listserv and edit timely information. Help to maintain a positive and active social media/web presence for UAF students. Coordinate updates to academic advising manual.Essential
20Administrative Assistant: As role of lead, is responsible for the day-to-day supervision, training, and progress of student workers. Process necessary documentation (i.e., flow report, Federal Work Study Award). Actively participate on committees impacting the operations of the department. Schedule and arrange meetings; make room reservations on campus and inform participants of time and location; send necessary back-up materials; maintain office files and tracking for credit for prior learning submissions. Maintain, inventory and order additional office equipment as needed and provide staff and faculty advisor administrative support. Receive and distribute incoming mail to staff and process outgoing mail on a daily basis. Check and respond to the department email address and listserv daily. Create and maintain a record of all persons attending workshops, AAC events, credit for prior learning submissions, and lending library activities. Provide support for AAC meetings and take minutes as requested. Maintain organization and appearance of office and assist in the upkeep and organization of the AAC lending libraries. Proofread and edit correspondence or other materials as assigned. Correct for sentence structure, spelling, grammar and punctuation. Prepare, organize and maintain program administrative files. Maintain strict confidentiality of student academic and employment information and follow FERPA regulations.Essential
25Program Support: Create and maintain faculty and staff advisor and student worker schedules on web-based scheduling system (Google calendar and the extended google suite). Coordinate visiting faculty advisor hours to coincide with projected student traffic during regular semester and determine the need for additional hours of advising during high traffic periods (i.e. Late Registration); schedule student worker hours to coincide with class schedules and provide continual coverage for the AAC. Run monthly reports as needed and requiested by the AAC director. Assist students in scheduling appointments to meet with an academic advisor using a web based scheduler. Oversee the flow of walk-in student sessions as well as daily appointments that are in person or via telephone, email, or conferencing system, and prepare corresponding paperwork or communication to academic advisors. Data entry of student information for all Undelcared, exploratory, Pre-Major underprepared, Interdisciplinary General Studies and Goal option, AHEAD early admit secondary, academically disqualified non-degree seeking, and other UAF students that are advised by the AAC. Use BANNER Student to run unofficial transcripts, registration forms and a variety of student reports. May also use QMenu, QAdhoc, TOAD or OnBase or other student data system to extract BANNER or scanned student information. Update student files, and maintain internal database. Proctor placement testing as back up to Testing Services.Essential
40Front Desk Receptionist: Responsible for public impression of office personnel (assure that friendly, informative and helpful attitude is directed toward student advises and visiting public at all times, especially during highly active periods). Provides front counter support through the performance of such tasks as answering phone and emails, scheduling, changing, cancelling and adjusting student academic advising appointments, typing, filing, faxing, sorting mail, office opening and locking-up, copying documents and serving as the main front counter contact for students, staff, faculty and general public. Answer a variety of general university questions, make appropriate referrals, and act as a liaison with other UAF departments. Knowledge of the program requirements, content, curriculum, policies and procedures will be required. Refer calls or questions to the appropriate person. Open and distribute mail to staff, faculty and students per established site protocols. Prepare outgoing electronic mail as well as postal mail and faxes.Essential


Knowledge of business English and grammar, office practices and procedures. Knowledge of relational databases, FERPA rules and confidentiality practices. Familiarity with BANNER Student or familiarity with other data base systems, computer knowledge of various software (i.e. Word, Excel, Access), Internet and email use as well as . Interpersonal skills involving ability to successfully interact with challenging personalities and/or stressful situations; excellent communication skills, both oral and written; self-motivated; able to prioritize own work; and keep records confidential.


Intermediate computer-based skills associated. Experience in website design, graphic design for flyer making, and social media navigation preferred.

Required Experience:

One year office/administrative assistant experience. Demonstrated customer service skills and ability to deal with confidentiality issues regarding students, faculty and staff.

Typical Education or Training: 

High school diploma or equivalent with some knowledge of the higher education system.

Additional Information:

This is a full time, 9 month contract. Starting pay is a grade 75, $16.99 DOE.


To Apply:

Please attach a resume, cover letter, and names and contact information (email and phone number) for three (3) professional references.


Review Date:

Applications must be received prior to 11:55 PM Alaska time on October 22, 2018 to be considered. Applications received after this time and date may not be considered for this position.


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:

Tobacco-Free Campus:

UAF Campus is a tobacco free campus.  For more information, please go to:

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

Advertised: Alaskan Daylight Time
Applications close: Alaskan Daylight Time

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