Administrative Assistant

Apply now Job no: 511080
Classification:Administrative Generalist 4
Grade:Grade 77
Work type:Staff Full-time
Administrative Unit:University of Alaska Anchorage
School/Business unit:College of Education
Location: Anchorage
Categories: Administrative/Personnel, Business/Accounting/Finance, Office/Clerical

Position Summary:

The School of Education (SOEd) at the University of Alaska Anchorage has both undergraduate and graduate level teacher preparation programs. SOEd collaborates with community and campus partners including other universities, school districts, and the Alaska Department of Education and Early Development. Unique features of our programs include the integration of technology, strong content preparation, and internships at partnership sites. At the School of Education, we are accepting applications for an Administrative Assistant. This is a full-time, non-exempt, benefits eligible position, grade 77, $21.59 hourly minimum.


10ADMINISTRATIVE ASSISTANT TO DEPARTMENT CHAIRS and COORDINATORS: Provide comprehensive administrative and secretarial support to the School of Education Chairs/Coordinators while maintaining protocol, handling detailed and sensitive information, and ensuring fast and efficient flow of departmental and program paperwork; process and sort mail, prepare correspondence, schedule appointments, and retrieve relevant information and materials for meetings; provide comprehensive support to the committees under the department chair/coordinators; process and track action items, maintain signature files.Essential
25RECORDS AND DOCUMENTATION: Maintain department Undergraduate program course and curriculum records; prepare Teaching and Learning department (Early Childhood program, Elementary program, secondary programs, and post-baccalaureate programs) course schedules and submit to the associate dean's office by set deadlines; submit course schedule changes and cancellations and notify faculty and students as required by UA Labor and Employee Relations and other applicable UA/UAA procedures. Following established School procedures, prepare and submit for review applications for admission, applications for internships, degree audits, comprehensive exam qualification, and IR qualification; obtain department approvals for class registration when needed. Assume responsibility for multiple high priority projects within the department including data collection, organization, and consolidation; design appropriate spreadsheets for reporting and prepare reports related to assigned areas. Develop, manage, and maintain systems for document tracking and retention to assure accuracy and timely submission of materials and records related to the department. Using appropriate resources, access, retrieve, and update student information relevant to the department; track and record student progress through completion of the program; distribute, collect, and submit all student course evaluations; distribute class rosters; distribute, collect, and submit grade rosters to Enrollment Services per university procedures; track and monitor academic petitions, grade changes, overload requests, and incomplete and deferred grade paperwork. Maintain documentation and database(s), including data input related to specific areas of responsibility; assist with preparation of the department newsletter and other publications.Essential
30CONTACT AND INFORMATION RESOURCE: Under intermittent supervision, act as sole point of contact and information resource for the Teaching and Learning department, Including the Early Childhood Program, Elementary Program, Secondary Education program, and post-baccalaureate certificate programs, developing SOE Undergraduate program and initial certification programs, and students. Disseminate information and materials as appropriate. Use high level of initiative and independent judgment to troubleshoot and resolve student issues including assistance with registration, Blackboard outages, and other concerns related to distance delivered learning. Assist with SOE Undergraduate Program and departmental marketing and ensure updated content and currency of Teaching and Learning department's Early Childhood, Elementary, Secondary, and post-baccalaureate programs and webpage. Make promotional contact with news media and civic organizations; represent the organization at meetings, seminars and conferences. Serve as liaison between the School of Education (SOE) Director's office, and other UAA offices and departments as required and appropriate. Review and recommend revision in grant applications and budgets. Provide support to Principal Investigators for all facets of pre-award development, including complex federal, state, and private research; proposal preparation and submissions; advise on policies, procedures, and regulations that pertain to research; provide research faculty with information on sources of grant funding through federal , state and private sector organizations/agencies and obtain correct application materials. Serve as key resource on program activities; establish and maintain a public information program relative to Undergraduate Studies programs within the College of Education. Participate in implementation and supervision of daily and long term administrative and service operations related to the program and projects. Monitor projects according to program policy and stated objectives. Coordinate with extended sites and other UAA departments/colleges as required or appropriate.Essential
30OFFICE MANAGER: As office manager for the program provide comprehensive support to department faculty. Use independent judgment and initiative to establish and monitor priorities and deadlines in accordance with SOE priorities and deadlines and inform department faculty and staff. Develop departmental forms and procedures, within SOE guidelines, and modify as appropriate and necessary; assist faculty with preparation and dissemination of course materials; make meeting and classroom reservations as appropriate; place text book and desk copy orders; arrange for meeting rooms for distance/audio courses; order multimedia equipment as needed and assist faculty with special requests; ensure quality operation of equipment and maintain supply inventory; maintain office files; provide direction, procedures, and appropriate forms to faculty members and students to assure integrity of SOE processes; prepare appropriate forms for hiring and expenditure requests for submission to the School's fiscal office; ensure department timesheets are completed, reviewed for accuracy and completeness, and submitted to the fiscal office in a timely manner. Develop and maintain web based educational manuals, resources, and presentations; prepared and deliver public presentations related to program activities. Request, collect, organize, and edit materials for publication including newsletters, workshop proceedings, grant proposals, and annual reports; use desktop publishing software, design and format publications; work closely with faculty, researchers, graphic artists, print shops, and others to complete publications by established deadlines. Coordinate and collect program management statistics and compile them into internal reports on the program; prepare and submit narrative and statistical reports as requested by program chair or Director. Coordinate travel and accommodation arrangements for department faculty and staff; prepare and submit travel authorization forms, travel expense reports, and reimbursement requests. Prepare purchase requests and interdepartmental service requests as appropriate for purchases outside or inside the University. Plan and coordinate department special events, conferences, and meetings including negotiations with vendors, use of facilities, services, and equipment. Troubleshoot and resolve special situations that arise during events. Provide logistical support for program staff as needed. Train and supervise student assistant(s) when appropriate. Prepare office and equipment for newly hired faculty and staff and assist new members in becoming acclimated to the department and SOE.Essential
5Assist with other special projects initiated and assigned by the Director's office or the department chair and program coordinator.Essential

Required Experience: Minimum of two years experience in a professional office/administrative environment.

Preferred: Some college coursework and one year experience related to program specialty, or an equivalent combination of training and experience; OR three years of progressively responsible office/administrative experience preferred.

Knowledge/Skills/Abilities: Advanced knowledge/experience with basic office equipment, computer hardware and software (MS Windows, Microsoft Office Suite 2010 and FileMaker Pro). 

Closing Date: A review of applications will begin February 18, 2019, and continue until this recruitment is closed.

Application Procedure:
In order to be considered for the position, applicants must complete the on-line application and upload the following documents:

  • Cover letter highlighting qualifications that meet the specific requirements of this position
  • Comprehensive resume
  • Names, phone numbers, and email addresses of three professional references

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 non-discrimination, 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 non-discrimination available at

Advertised: Alaskan Standard Time
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