Administrative Assistant

Apply now Job no: 512945
Classification:Administrative Generalist 4
Grade:Grade 77
Work type:Staff Full-time
Administrative Unit:University of Alaska Fairbanks
School/Business unit:UAF Facilities Services
Location: Fairbanks
Categories: Administrative/Personnel

Position Summary:

The Administrative Assistant position is a critical member of the Facilities Services Design and Construction Team. This position is responsible for assisting departmental staff, contractors, consultants, and UA staff during all project phases. Work at DDC is very fast paced and project managers rely on enough admin support to get projects and other contracts out the door. The interview will include two tests to assess typing and software skills. A background check will be required before final employment offer is made.

Duties:

10ADMINISTRATIVE ASSISTANT/STUDENT LEAD : Lead lower grade level administrative assistants and student assistants when needed; includes training and job assignments. Ensure administrative assistants' and students' work is accurate and complete. Maintain a professional and informative environment. Lead or Supervisor responsibilities are incidental to the work of the position. Supervision is not the primary duty of this position, and does not account for the preponderance of work.Essential
10Position has budgetary authority and input on spending and allocation of departmental funds up to $5,000 per purchase, $10,000 per month. Maintain and reconcile project-related ProCard purchases each month.Essential
80Construction Administration: Prepare documents for solicitation. Coordinate advertising, printing and distribution of these documents to ensure they are available to the university and the public within specified timelines. Monitor and record results of incoming bids and proposals. Prepare legally binding documents including, but not limited to contracts, change orders, project control documents, and other time-sensitive documents. Ensure that all reports, proposals, contracts, and other project-related paperwork and forms are correct and compliant with UAF, State, and Federal policies so projects are not adversely affected by contractual errors. Use web-based project and bid management systems and databases to track contracts, submittals, project budgets, approvals, and schedules. Train new users in these systems and databases. Monitor projects according to procedures in use to track construction related activities such as design clarifications and changes, certified payroll, insurance, construction close-out, and warranty information. Respond to or initiate project-related inquiries from consultants, contractors, internal team members, and support groups. Assist managers with project research, including internet and archive searches. Prepare and submit technical material, forms, reports, publications, correspondence, and confidential documents. Establish and maintain filing systems for all phases of a project. Maintain project managers' schedules and calendars necessary for project planning and implementation. Coordinate and attend project meetings, including pre-bid and pre-construction meetings. Prepare meeting resources including agenda and handouts. Take notes and record meeting minutes. Close out and archive contracts and projects. Analyzes and resolves significant problems. Problem resolution requires considerable analysis of multiple components or conflicting issues. Independently evaluates and meets complex organizational, program or system needs in assigned area. Projects typically impact critical programs, operations, systems, major work groups, or multiple functional areas. Authorized to commit the program or organization to projects/expenditures within well-defined guidelines. Interprets and applies complex rules and regulations (University Regulations, BoR Policies, FCC Rules & Regulation, Alaska Statures, Administrative Code, and Procurement Regulations). Independent project-related purchase decisions. Train and assign duties to lower grade level administrative assistants and student assistants when needed. Respond to project-related inquires from consultants, contractors, internal team members, and support groups. Resolve project administration issues as needed. Provide information to the public, contractors, and other UAF departments using discretion. Independent monitoring of active contracts to ensure insurance and certified payroll requirements are current. Ensure that all necessary legal documents have been prepared and executed for any given project.Essential

**The Administrative Assistant position is a critical member of the Facilities Services Design and Construction Team.  This individual must be judicious in carrying out tasks without direction, responding articulately to critical and urgent needs, and must effectively diagnose situations and exercise excellent intuitive judgment. The individual in this position must have a depth and breadth of knowledge of Design and Construction's role with the University as well as an understanding of the politics associated with the number of high level and diverse tasks that are requested of Design and Construction. This individual must have the ability to organize, analyze, interpret, and evaluate problems, and must be able to provide practical solutions. Work may entail working at a construction site office.

This position is responsible for assisting departmental staff, contractors, consultants, and UA staff during all project phases. Work at DDC is very fast paced and project managers rely on enough admin support to get projects and other contracts out the door. The interview will include three tests to assess typing and software skills.  A background check will be required before final employment offer is made.

Knowledge/Skills/Abilities:  

-Professional experience in an administrative environment.
-Advanced office policy and computer skills with Microsoft Office and databases.
-Ability to work independently, determine priorities and meet deadlines with minimal instruction. -Ability to work well under pressure.
-Ability to manage time with multiple projects, deadlines and changing priorities.
- Strengths in analytical thinking, listening, problem solving, organization, and attention to detail.
-Proficient grammar, spelling and punctuation skills. Excellent communication skills; written and verbal.
-Demonstrated experience with customer service and problem solving.
-Maintain confidentiality.
-Organize and direct heavy work flow.
-Ability to respond to issues in a professional manner with tact and sound judgment.
-Must be a self-starter and demonstrate initiative and prompt decision making processes. -Proficient with document management and record keeping.

Preferred:
-College background in Business Administration.
-Experience in the field of design and construction or experience in a related area.
-CDT Certificate from Construction Specifications Institute or equivalent.
-Experience preparing legally binding documents.
-Experience with small and large procurement.
-Experience with using BANNER.

 

Required Experience:

Three years of advanced administrative support experience is required, preferably related to design and construction, or an equivalent combination of training and experience. Experience with modern office practices and procedures. Able to comprehend and use construction terminology and acronyms.

Typical Education or Training:

Two years of college coursework and increasingly responsible experience related to facility design and construction, or an equivalent combination of training and experience. Advanced professional administrative experience required. Prefer a working knowledge of University Regulations, Regent Policies, Alaska Statutes, Administrative Code, and Procurement Regulations. Valid Driver's license required.

 

Salary Info: This position is a full-time, benefited, Grade 77, $21.59/hr., DOE.  https://www.alaska.edu/files/classification/Anchorage-Fairbanks-Juneau-Gridwood-Chugiak-Eagle-River-Kenai-Soldotna-Homer-Ketchikan-Palmer-Wasilla-Seward-Sitka-Angoon.pdf

Applications must be received prior to 11:55 PM Alaska time on 09/23/2019 to be considered. Applications received after this time and date may not be considered for this position.  To ensure consideration, please apply prior to the review date.

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

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 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

Advertised: Alaskan Daylight Time
Applications close: Alaskan Daylight Time

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