AKTC Office Manager
Apply now Job no: 512725
Classification:Administrative Generalist 4
Work type: Staff Full-time
Administrative Unit:University of Alaska Anchorage
School/Business unit:College of Health
The Center for Human Development at the University of Alaska Anchorage in the College of Health is recruiting an AKTC Office Manager.
15 EVENT COORDINATION & RECORDS MANAGEMENT - Assist CHD/AKTC Director with project management and event coordination (daily). Coordinate multiple large/specialized training projects, and training technical assistance events with AKTC stakeholders, internal and external customers, arrange special conferences and meetings, coordinate the use of faculties, services and equipment. Assist AKTC training staff in preparation, payment and submitting professional CEU applications for training events to professional licensing boards and entities, and UAA non-credit training forms annually for reoccurring training content and as needed for one-time training event offerings. Assist with drafting UAA contract documents (PR, MOA/SOI, SFC) for content experts, Instructors, trainers, event/conference speakers and training technical assistance events. Maintain accurate
and complete attendance records through the LMS and prepare certificates for training participants. Essential
25 TRAVEL COORDINATION SUPPORT - Coordinate travel documents (itinerary and logistical arrangements) for AKTC Training Coordinators and staff; and as needed: contracted Instructors/Speakers; participants and elders, through drafting UAA Travel Requests, research and provide required/supporting documents; and submitting into CHD MoJo Ticket system for UAA CHD Travel. Essential
30 GRANT FUNDING/BUDGET PREPARATION AND MAINTENANCE - Assist and with guidance from AKTC Director and Training Coordinators (as needed) with drafting UAA Grant/RSA documents, budget narratives and program budgets. Assist with monitoring project status from inception/proposal through completion of award. Uses basic knowledge of grants and contracts, and budget and fiscal skills to monitor multiple project budgets. Assist with tracking project deadlines; initiate timely reminders. Maintain accurate and current records of training transactions, training completions, fee payments, invoices and data thru the LMS that the AKTC Director will require for reporting on activities. Assist other CHD/AKTC personnel as needed in this area. Essential
30 OFFICE MANAGEMENT & RECORDS MANAGEMENT - Works under administrative supervision to provide complex administrative support functions requiring independence, judgement and initiative in determining office needs, prioritizing work/project needs, consulting with the CHD/AKTC Director to determine appropriate action. Duties include responding to phone calls, training inquires and written correspondence, maintain program activity calendars, photocopying and assembling training materials, entering and retrieving information using a personal computer, organizing and maintaining office files, and relevant project records. Learn and use the AKTC LMS database for program reporting and support users as needed; be an active member of the CHD/AKTC Tech team. Essential
About the Center for Human Development: The Center for Human Development (CHD) is a University Center for Excellence in Developmental Disabilities in Education, Research, and Service (UCEDDs) authorized by the Developmental Disabilities Assistance and Bill of Rights Act of 2000. There are 67 UCEDDs, at least one in every state and territory, which form an Association of UCEDD's (AUCD.org). Since CHD is the only UCEDD in Alaska, we serve the entire state.
The UAA Center for Human Development has 4 major functions:
Community training and technical assistance
These activities are designed to increase the independence, productivity, and community integration and inclusion for individuals with disabilities. CHD’s projects and activities are not limited to developmental disabilities; they focus on a wide range of disabilities, ages, and issues.
Position Summary:This position will provide support and assistance mainly to the AKTC Director, with support extended to the AKTC Training Coordinators and Technology Team as needed in the following areas: office management, program and training Records management, event coordination, travel coordination and basic budget preparation and management.
This position will work under the supervision of the Alaska Training Cooperative (AKTC) Director at the UAA Center for Human Development.
The grant funded AKTC program mission is to promote career development opportunities for direct service professionals, supervisors and professionals in the field engaged with the Alaska Mental Health Trust Authority beneficiaries, by ensuring that training technical assistance and workforce training is accessible and coordinated statewide.
Strong interpersonal skills, accountability, confidentiality and discretion.
Problem solving skills exhibiting capable, independent judgement and initiative.
Ability to work independently as well as part of a team.
Strong verifiable oral and written communication skills.
Excellent time management and organizational skills.
Attention to detail.
Excellent customer service skills, including a high level of phone etiquette and in-person skills.
Ability to create/design advertising brochures, flyers, reports and newsletters.
Proficiency in a variety of computer software applications including WORD, EXCEL, internet navigation and research.
Ability to perform well under pressure.
Ability to multitask and prioritize.
Knowledge of databases – preferably Banner experience.
Basic fiscal skills, with ability to draft invoices, collect fees and assist users with payment processes.
Ability to learn and use a Learning Management System (LMS) database/training tracking/record keeping system.
Ability of coordinating activities with internal and external customers; arrange special events and meetings; coordinate facilities, services and technology equipment; and troubleshoot and resolve issues that may arise.
Required Experience: Three years progressively responsible office/administrative experience.
Education/Training: High School graduation and three years progressively responsible office/administrative experience, or an equivalent combination of training and experience.
Application Procedure: To be considered for the position, applicants must upload the following documents to their online application:
Contact information of three professional references
Position Information: Term-Funded, Non-Exempt (hourly), Grade 77, 12 months per year
Salary: $21/59/hour minimum
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 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 www.alaska.edu/nondiscrimination.
Advertised: Alaskan Daylight Time 09 May 2019
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