UAF Alaska Native Language Center Office Coordinator

Apply now Job no: 510801
Classification:Administrative Generalist 4
Grade:Grade 77
Work type:Staff Part-time
Administrative Unit:University of Alaska Fairbanks
School/Business unit:College of Liberal Arts
Location: Fairbanks
Categories: Office/Clerical, Other

Position Summary:

Are you organized and good with people? Can you fill orders and track inventories? Then we have the job for you. Apply here to apply for the UAF Alaska Native Language Center Office Coordinator position.

Duties:

30FISCAL MANAGEMENT: -Track and monitor all expenditures and revenue for ANLC/ANLP unrestricted and restricted accounts; this includes multiple federal and state grants and other restricted accounts funded by the UA Foundation. -Maintain accurate soft ledgers for all accounts, using Microsoft Excel to track expenditures and monthly revenue earnings for unrestricted accounts. -Reconcile all non-labor charges to account ledgers using Banner Finance and other Banner modules to verify accounting and identify errors. -Prepare journal vouchers to correct identified accounting errors. -Provide financial reports and customized projections for ANLC/ANLP Director and CLA Fiscal Officer to help adjust and project annual earnings and expenditures. -Assist faculty with projections on expenditures of grant funds; meet with faculty to review their expenditures, balances and projections. ACCOUNTS PAYABLE/RECEIVABLE: The Alaska Native Language Center’s annual budget relies on approximately $40,000 in revenue brought in from publication sales. This position is responsible for managing the publication inventory, creating invoices and processing payments from a variety of internal and external vendors. -Maintain publication inventory; inform Director and Editor of ending counts and replenish inventory as needed. -Oversee the sale of books/publications in person and via the mail; Collect payments made with cash, check or credit card, and maintain sales records. -Sign out credit card machine from Bursar’s Office and keep PCS information current. -Prepare and submit sales invoices and payment receipts to vendors. -Verify and reconcile payments with invoices. -Compile cash, check, and credit card payments and prepare Departmental Deposit Forms for weekly deposit. -Submit Journal Vouchers for inter/intra-campus sales. -Provide guidance regarding irregularities or unique customer requests, offering bookseller and school discounts when applicable.Essential
70ADMINISTRATIVE -Serve as first point of contact for external and internal customers, vendors, faulty, staff, and students. -Coordinate or manage requests from the public and departmental email. -Forward specific native language questions to the appropriate expert(s). -Distribute department ingoing mail and handle outgoing mail. -Maintain supply of postage forms and other mailing supplies. -Schedule and attend bi-weekly staff meetings, recording and transcribing notes for distribution. -Maintain department Google Calendar. -Attend monthly CLA Admin Assembly meetings. -Assist faculty with gathering academic and student enrollment information upon request. -Provide training and guidance to student employees. -Conduct annual property inventory; surplus items as appropriate. -Maintain appropriate level of office supplies. -Maintain computer inventory; track acquisition dates to determine appropriate. replacement purchases. -Maintain key form file, providing forms upon request. -Submit event requests for public talks, keynote speakers, conferences and workshops. -Submit Facility Work Orders as needed. -Prepare admin files for recordkeeping annually, retaining previous years’ files per UAF File Retention Guidelines. -Maintain current UAF catalog department and personnel information. TRAVEL/PROCUREMENT -Submit travel authorization (TA) requests electronically and accurately in accordance with UAF BOR Policies and Travel Regulations via the CLA Travel Request Form for the department''s faculty, staff, students, guest artists, and recruitment finalists. -Assure proper approvals have been obtained and that the correct accounting is being used for the travel authorization (i.e. fund/org/acct/program/activity). -Book travel reservations upon TA approval, including airfare, hotel reservations, registration fees, and ground transport, using approved procurement methods. -Compile supporting documentation and required receipts from department travelers. -Submit all supporting documentation and receipts to the CLA Travel Coordinator for final expense report preparation via the CLA Travel Documentation Site. -Provide guidance to the CLA Travel Coordinator regarding irregularities or unique travel decisions made on behalf of the traveler; includes providing appropriate justifications for any deviations from UA BOR policies and Travel Regulations. -Coordinate redemption of any special funding for travelers. Verify that department is reimbursed for allocated expenses. -Coordinate all procurement for the department’s faculty, students and staff in accordance with UAF BOR Policies and Procurement Regulations via Department Procurement Card (Procard) and Banner procurement methods; includes researching and procuring all departmental and instructional supplies. -Verify and submit billing to UAF Accounts Payable for Banner procurement actions. -Maintain Google Procard ledger and Procard records, in accordance with UAF Procard Guidelines, to ensure that purchases are recorded and the appropriate accounting is applied. -Reconcile weekly Procard charges through the JP Morgan system, and prepare monthly account statements (within 45 days after end of each month) for submission to the Approving Official. -Maintain $100 Petty Cash Fund in accordance with UAF guidelines. -Maintain annual Banner procurement records; Retain previous fiscal year files per UAF File Retention Guidelines. ACADEMIC -Manage course offering process each semester, compiling faculty provided class information; submit electronically to UAF Registrar’s Office; review Course List Drafts and Final Proof for accuracy, meeting required university deadlines. -Enter adjunct requests into CLA Google Lecturer Request sheet each semester to manage adjunct pool for department. -Follow up with any required corrections or cancellations with the Registrar’s Office using the Class Schedule Form; Record changes on Final Proof. -Submit Change of Grade forms, Add/Drop Schedule Forms. PERSONNEL/PAYROLL -Submit Graduate Teaching Assistant/Research Assistant requests through Graduate Assistantship Request form on College of Liberal Arts Dean''s Office Procedures Google site. -Submit student assistant requests through Intent to Hire form on College of Liberal Arts Dean''s Office Procedures Google site. -Serve as time sheet approver and/or supervisor for student assistant and temporary employees as needed.Essential

The Alaska Native Language Center (ANLC) was established by state legislation in 1972 as a center for research and documentation of the twenty Native languages of Alaska. It is internationally known and recognized as the major center in the United States for the study of Eskimo and Northern Athabascan languages.

Linguistics is the scientific study of language and covers a variety of subjects from theories of grammar and how we produce language to applications of linguistic knowledge in areas such as language teaching. The program offers undergraduate and graduate courses and seeks to give an overview of the discipline to make students aware of the many aspects of that uniquely human phenomenon, language.

Both ANLC and the Linguistics program seek qualified applicants for a 3/4 time (30 hours a week) administrative assistant position. The responsibilities of this position include financial management, procurement, travel and general office management and record keeping.

Knowledge/Skills/Abilities:

  • Requires working knowledge and prior experience with generally accepted accounting principles (GAAP) and standards.
  • Moderate skill level with Excel software.
  • Moderate skill level with Filemaker Pro software.
  • Ability to learn Publisher software program.
  • Ability to learn Roxen website software. 
  • Ability to learn ability Banner Accounting System, and other software and databases utilized by UAF such as QMENU.
  • Familiarization with accounting software programs.
  • Sensitivity to cultural diversities.
  • General professional office skills.

Required Education & Experience: High School graduation and three years progressively responsible office/administrative experience, or an equivalent combination of training and experience.

Please submit:

  1. Cover Letter
  2. Resume
  3. Names of three professional references with phone and email contacts

This is a part-time (30 hours a week), Grade 77, minimum $21.59 hourly, DOE, 12-month position complete with a competitive salary and UA employee benefits package. To ensure consideration, please apply prior to December 9, 2018 at 11:55 pm Alaska Standard. An initial review will begin December 10, 2018. The position will be open until filled.

Assistance:

If you need assistance applying to this posting, please contact CLA Human Resources at 907-474-1134. Applicants needing reasonable accommodation to participate in the application and screening process should contact UAF Human Resources office at 907-474-7700.

~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~

The University of Alaska Fairbanks is the nation's northernmost Land, Sea and Space Grant institution, serving over 10,000 students. UAF is accredited by the Northwest Regional Accrediting Association and has a Carnegie classification of RU/H. Fairbanks is Alaska's second largest city with over 90,000 residents in the greater Fairbanks area. The city is located near the confluence of the Tanana and Chena Rivers, approximately 120 miles north of Denali National Park and the Alaska Range and 40 miles south of the White Mountains National Recreation Area.

Students and faculty from all over the world converge at the University of Alaska Fairbanks to study subjects unique to Alaska and the North as well as to sharpen their skills with semicolons, digital photography equipment, shovels, beakers, paintbrushes, and stage lights. The unique construction of our college, our small town size and departmental proximity allows for limitless collaboration between the 22 disciplines and over 40 degree programs in the arts, humanities, social sciences, and languages.

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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