Apply now Job no: 510765
Classification:Administrative Specialist 2
Work type: Staff Full-time
Administrative Unit:University of Alaska Fairbanks
School/Business unit:UAF Provost Office Operations
Program Coordinator position serves as office manager, grant manager, accounting specialist, procurement officer, and database input specialist for the General Studies Upward Bound program and associated grants (NSF, Department of Education). ** Internal posting **
Make numerous, complex, large-group and individual travel arrangements for (1) students to conferences, campus visits, cultural trips, activities, events; and (2) staff to campus target schools, meetings, or professional development/training. Research and secures the most cost-effective method of travel, including but is not limited to car rental, shuttles, cab/Uber/Lyft, and flights, in a timely manner. Essential
15% Program support:
Prepare correspondence and other documents as requested by the Director. This may include, but is not limited to: participant materials, correspondence, reports, brochures, tables, charts, and graphics.
Determines priority, quality, efficiency, and economy of all work. While some of the documents require only editing, others must be created at the discretion of this position. The creation of materials may also require the use of photo technology, including scanners and digital camera. Any errors could result in misinformation being presented to students, staff, teachers, instructors and other individuals who may view the materials. Essential
20% Maintain records and facilitate the evaluation of program activities:
Maintain and update electronic student participant Database (StudentAccess). Establish according to federal guidelines and ensure the security of confidential information, including participants' names, address, social and economic backgrounds; contacts and duration of contracts.
Maintain the students (scanned hardcopies) into cloud server. Establish according to federal guidelines and ensure the security of confidential information, including participants’ names, address, social and economic backgrounds.
Maintain and oversees an accurate recording of inventory items. Verifies inventory listing and location on an annual basis. Work in cooperation with the CAFO business office in the requisition and procurement of supplies and equipment.
Acquire, produce, compile and analyze data (statistical, research, student); produce data reports; manage and follow-up on student data; produce quarterly program newsletters and annual academic year and summer program reports and other reports as assigned.
Track and closely monitor progress, as well as active participation, of program participants by obtaining quarterly grades, assessing and closely monitoring grades (through target school’s student information system and transcripts, and consulting with target school counselors and teachers to ensure timely academic advising and continuous progress throughout the program. Essential
25% Assist with implementation of program activities:
Assist with the organization of the academic year (September-May) and summer (June-July) instruction including tutoring, classroom instruction, Math and Science events, programs, workshops and tours; and supervise academic year (September-May) and summer (June-July) instructional staff.
Establish and maintain contact with schools and/or institutions in the target area to conduct recruitment of eligible participants for the Upward Bound program as well as publicizing and promoting the program.
Work together with the Director to hire UB professional and summer staff. Including interviewing and hiring, training and supervising 20+ summer staff.
Prepare the necessary paperwork for conference registrations, and workshop training activities with T3 Alliance partners. Essential
25% Financial Management & Voucher Processing:
Manage UB/grants financial activities through the use of spreadsheets in order to record expenditures and reconcile the accounts are properly expended. Work with the CAFO business office to prepare the outstanding obligations lists and reconcile account to complete grant fiscal closing financial activities
Prepare and submit university partner paperwork for participants PO, stipend checks (36 university institutions/ 6 Alaska school districts)
Assist partner UB target school sites in submitting POs, invoices and monitoring the process until entities are successfully reimbursed/paid.
Track student stipends; manage petty cash account. Essential
5% Web, Social Media and outreach:
Serve as the administrator of the UB/NSF projects website and social media and make necessary changes to update it on a regular basis so that student, faculty, staff, university community, and the general public are aware of current services offered. Essential
This recruitment is open internal to current UA employees as a promotional opportunity or those otherwise eligible to apply to internal postings.
Upward Bound is a college preparatory program designed to assist high school students with academic potential who are low income and/or potential first-generation college students. UAF UB program assists 160 students from ten Alaska target schools (six school districts) high school students with additional academic preparation, advisement, and encouragement to succeed in high school and later in college. Participants attend the Upward Bound six-week residential program on the campus of UAF during the months of June and July. (5-year grant, 5 years remaining)
The National Science Foundation Teaching Through Technology (T3) Alliance project is operated out of the Upward Bound office, and conducts technology-based research. The project interacts with 36 university institutions across 18 EPSCoR jurisdictions. (3-year grant, 2 years remaining)
Position scope and complexity
Work is performed under general direction and is moderate in complexity.
Establish and maintain procedures and controls to carry out program activities.
Monitor program activities and ensure compliance with applicable rules, regulations, policies, processes and procedures
Ensure ethical issues are communicated, negotiated, followed, resolved and documented
Interpret laws, rules, regulations, policies, and procedures
Develop and maintain databases
Assist in program administration; assist management in day-to-day operations.
Design and deliver training in area of subject expertise.
Conduct research; Collect, analyse, interpret data to solve complex problems.
Recommend policy changes
Analyze data from research; analyse trends and advise management on planning based on trends and research
Assist with research process
Assist with the development of federal reports
Manage projects; assess methods to improve effectiveness and efficiency of programs
Create reports and presentations for dissemination
Create marketing materials
Keep abreast of regulatory changes and communicate to necessary stakeholders
Participate in planning processes as they relate to program
Work with, establish relationships, and serve as liaison with internal and external constituencies
Communicate program progress/findings with external constituencies
Lead and supervise student employees
Knowledge of computers and computerized accounting and related software applications.
Knowledge of procurement procedures, including university regulations.
Knowledge and skills in using the university financial information system
Ability to develop effective office guidelines, policies and procedures
Ability to analyze and interpret financial reports
Ability to reconcile financial accounts and take appropriate corrective action as needed for discrepancies.
Ability to evaluate and advise director about program direction.
Ability to organize and clearly express information both verbally and in writing.
Ability to locate, compile, analyze, and present data.
Ability to meet critical deadlines and perform multiple tasks with frequent interruptions.
Ability to maintain a high level of confidentiality, including awareness of FERPA and HIPAA regulations.
Ability to establish and maintain effective working relationships with coworkers, and representatives of other agencies and/or departments.
Ability to lead by example - work ethic, integrity, positive attitude, etc.
Ability to interpret and understand federal guidelines related to TRIO, Dept. of Education, NSF, and other grant programs.
Highly self-motivated and self-directed, with demonstrated ability to work independently.
Must be eligible to receive a procurement and travel card.
At least 3 years of experience in general office, clerical and administrative support work.
Typical Education or Training
Associate Degree required, Bachelor degree preferred.
Excellent interpersonal, oral and written communication skills.
Experience in report writing.
Demonstrated ability to understand and work well with low-income and first-generation college bound students.
Experience with statistical analysis.
Well-developed organizational skills.
Clean driving record.
Use of independent judgment and discretion when presented with a problem.
Knowledge of various university departments and community agencies.
Experience with prioritization and meeting deadlines.
This is a full-time, Grade 78, minimum $23.60 hourly, DOE, Term funded 12-month position complete with a competitive salary and UA employee benefits package. This position is internal only, with the initial application review taking place on November 29th, 2018. To
ensure your application is considered, apply by 11:55 pm, 11/26/2018. Applications received after this date may not be considered.
A complete application will include a resume, cover letter, and contact information for three professional references.
If you need assistance applying to this posting, please contact Upward Bound Human Resources at 907-474-2716. Applicants needing
reasonable accommodation to participate in the application and screening process should contact the local Human Resources
office at 907-474-7700.
Background Check: The successful applicant is required to complete a background check. Any offer of employment is contingent on the background check.
Term Position: This position is a term-funded position and is reviewed annually for contract renewal at the University's discretion.
Probationary: 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:
Equal Opportunity/Affirmative Action: The University of Alaska is an equal employment opportunity/affirmative action employer and educational institution. All qualified applicants will receive consideration for employment without regard to race, color, creed, national origin, religion, age, sex, sexual orientation, gender identity, veteran status, physical or mental disability, marital status, changes in marital status, pregnancy or parenthood, genetic code or retaliation.
Drug-Free Workplace: Pursuant to Board of Regent’ Policy 04.02.040, the University of Alaska is a DrugFree Workplace. This prohibits the unlawful manufacture, distribution, dispensing, possession, or use by an employee of a controlled substance in any workplace of the university.
Advertised: Alaskan Standard Time 20 Nov 2018
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