Administrative Assistant, School of Education

Apply now Job no: 513532
Classification:Administrative Generalist 4
Grade:Grade 77
Work type:Staff Full-time
Administrative Unit:University of Alaska Anchorage
School/Business unit:UAA CAS School of Education
Location: Anchorage
Categories: Business/Accounting/Finance, Office/Clerical

Position Summary:

This position will provide administrative support to the School of Education in a variety of areas including day to day office operations, academic program support, human resource procedures, fiscal/purchasing, and accreditation support.

Duties:

15Accreditation and Assessment Support Work closely with the Accreditation and Assessment Coordinator. Coordinate and organize documents across programs. Prepare slide shows, tables, graphics and communications to the Dean and the Office of the Provost. Coordinate meetings and arrange for space and equipment. Provide support for travel for the CAEP consultants. Records Management Collect faculty workloads and activity reports and other faculty related paperwork. Route for signature and maintain copies of originals and revisions. Collect and organize electronic course syllabi files for all courses, each semester. Regularly update faculty contact information spreadsheet, class schedule information, and faculty office locations and hours. Update online directory information accordingly. Assist with the collection of basic data for program review, accreditation, and other reports.Essential
20Academic Program Support Semester schedule: Monitor and adhere to all schedule deadlines established by the Registrar’s Office. Collect semester course changes from faculty. Complete data entry of changes in Class Schedule system. Review schedule for inaccuracies and follow up as appropriate. Monitor classroom scheduling. Collect information from faculty to request special room scheduling and selected topic course descriptions. Submit and track changes to the course schedule. Assist with workload and enrollment management concerns including class cancellations and additions and instructor changes. Coordinate academic schedules with faculty workloads to identify compliance issues with faculty appointments. Collect textbook requests from faculty and complete data entry with the bookstore to order texts. Request desk copies for faculty. Arrange library reserve books. Students: Provide non-advising information regarding undergraduate and graduate academic programs to students and direct them to academic advisors for assistance. Provide students with faculty contact information, class schedule information and faculty office locations and hours. Assist with notifying students of canceled classes due to absences. Process, log and track student paperwork and electronic information. Efficiently answer faculty and students’ questions regarding routing and status of student paperwork. Proficiently run TOAD, AdHoc, and Banner student reports on a regular basis and upon request. Assist department with gathering information on Departmental Honors determinations and provide the Registrar’s Office with information for Commencement.Essential
20Fiscal and Purchasing Research Banner for financial information to verify, monitor, and reconcile general fund and student lab fee accounts. Prepare and reconcile general fund accounts, soft ledgers and monthly management reports. Prepare, process and track financial paperwork for general fund accounts, including procard holder/reconciler, purchase requests (supplies, equipment, etc.), blanket purchases orders, journal vouchers, rep non-rep forms, and budget revisions. General purchasing, office supplies, and other small purchases via university credit card Event Coordination Plan School of Education events. Arrange for space, travel, transportation, parking, food and other needs. Work closely with event coordinatorEssential
20HR Support Support recruitment process and search committees using university recruitment system. Act as point of contact between search committees, Director, Human Resources and Academic Affairs regarding proper procedures and approvals. Create and maintain recruitments for all employee classes, point of contact for coordinating approvals through the Director, HR and Academic Affairs. Assist search committees with the recruitment process. Request market salary information for faculty hires and complete experience profiles for salary negotiation purposes. Insure timely completion of new hire paperwork for all employee classes. Coordinate background checks with HR. Serve as Cost Center Clerk and point of contact between the SOE, Human Resource Services, Academic Affairs, and State Wide Labor Relations (SWLR) regarding compensation and personnel issues involving faculty and staff. Draft requests from the Director to obtain approvals for recruitment, faculty hires, retention offers and other actions involving faculty. Process term faculty renewals and nonrenewals through HR and Academic Affairs per CBA. Process job forms and appointment letters for on/off contracts, promotions, sabbaticals, LWOP, FML and other compensation and personnel actions per HR, BOR, and CBAs. Monitor timesheet submissions as an FYI and send reminders as needed.Essential
25Office Support Serve as the first point of contact for the SOE, greet and assist visitors with locating rooms and other buildings on campus, answer main phone line, screen calls, provide information and refer inquires to appropriate faculty or staff. Sort and distribute mail. Organize and stock office supplies. Arrange for surplus pick up, shredding, and recycle. Operate and trouble-shoot basic office equipment and call for service as needed; report computer problems to IT. Provide general administrative support to the director. Prepare general correspondence and maintain Director’s schedule. Coordinate meetings and take minutes. Monitor established school-wide and general UAA cyclical due dates, deadlines and priorities and notify faculty. Oversee website and Facebook updates and maintenance. Monitor and help organize supplies and inventory in department controlled classrooms, conference rooms and lab space. Organize, log, and secure keys. Schedule departmentally controlled classrooms, conference rooms, and labs for the building or buildings assigned by supervisor. Troubleshoot and resolve administrative problems that may arise during day-to-day office operations. Serve as a key resource for SOE programs and project activities as determined by Director. Other duties as assigned by the SOE Director or Dean’s Office.Essential

KNOWLEDGE/SKILLS/ABILITIES: Effective verbal, electronic and written communication skills. Ability to organize and present facts and opinions. Exceptional interpersonal and customer service skills with ability to establish and maintain effective working relationships with individuals and groups at all levels; well-developed problem solving skills; experience in general office procedures/administrative support, equipment, and records maintenance. Strong, broad-based computer operation proficiency. Excellent proofreading skills. Ability to work independently, exercise good judgment and discretion and maintain confidentiality. Excellent administrative procedures, practices, and time management skills. A strong attention to organization, detail and follow-through. Ability to exercise good judgment in researching and analyzing situations and make responsible decisions. Ability to interpret and apply complex policies, rules, and regulations.

REQUIRED EXPERIENCE: Three years progressively responsible office/administrative experience, or an equivalent combination of training and experience. Previous experience in higher education in particular with university policies, procedures, and systems preferred.

TYPICAL EDUCATION OR TRAINING: High School graduation. Bachelors degree preferred.

Position Information:  Full-time, 12 month, position with great benefit package, $21.59/hour (Administrative Generalist 4, Grade 77/Step 1). 

Applicant Instructions: Please attach the following to your completed UAA application: 

  1. Cover letter addressing how you are a good fit for this position
  2. Resume
  3. Contact information for three professional references

A review of applications will begin on Tuesday, September 24, 2019. In order to have full consideration, apply no later than Monday, September 23, 2019, 11:59 pm.

This recruitment will remain open until closed. UAA reserves the right to close this recruitment at any time for any reason. We will be unable to accept applications when this posting is closed, so be sure to apply now! We look forward to your application.

Background Check:

The successful applicant is required to complete a background check.  Any offer of employment is contingent on the background check.

Non-Represented Staff (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.

At-Will:

Pursuant to Board of Regents’ Policy 04.01.055.B, temporary, extended temporary, adjunct, student, casual labor, regular new hire probationary employees, and those positions designated by the presidents as officers and senior administrators of the university are employed at-will.

Tobacco-Free Campus:

UAA Campus is a tobacco free campus.  For more information, please go to: http://www.uaa.alaska.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
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