Administrative Assistant for Graduate Affairs & Student Support - CAS Math and Natural Sciences

Apply now Job no: 513748
Classification:Administrative Generalist 3
Grade:Grade 76
Work type:Staff Full-time
Administrative Unit:University of Alaska Anchorage
School/Business unit:UAA College of Arts & Sciences
Location: Anchorage
Categories: Office/Clerical

Position Summary:

The Division of Math and Natural Sciences of the College of Arts and Sciences is looking for a member to join our team. This full-time, fully benefited position will work with other hub staff to provide administrative support to faculty and students. Duties range from providing front desk reception to working directly with the Directors of Biological and Geological Sciences and Chair of the Graduate Affairs Committee and Graduate School.


15Divisional Support Provide and disseminate information on the division’s diverse departments, academic programs, and services to prospective and current students. Efficiently answer questions and determine how best to assist students with paperwork and locating faculty and services on campus. Direct students to appropriate faculty advisor or divisional advisor. Cross-train and serve as backup to the Administrative Assistant for Divisional and Academic Support for the division. Assist with student paperwork: petitions, grade changes, tuition waivers, internship contract and other student forms that require administrative assistance.Essential
15Office Support First point of contact for the division. Answer divisional main phone line, screen calls, answer routine questions and/or inquiries, and provide information or refer inquires to appropriate staff members in the hub. Open, sort, and distribute mail. Maintain and troubleshoot general office equipment. Order office supplies and supply management. Room reservations upon request. Maintain department email addresses.Essential
5Other Perform other related duties incidental to the work described.Essential
5Social Media and External Outreach Provide assistance to Lead Social Media/Communications Specialist with regards to divisional and departmental specific annual events, open houses and conferences. Coordinate with Lead Social Media Specialist with arranging the use of facilities, services and equipment for events. Assist the Lead Social Media Specialist with newsletters, flyers and other materials for dissemination to external audiences.Essential
60Graduate Affairs Work closely with the Directors of the Departments of Biological Sciences and Geological Sciences, and the Chair of the Biological Sciences Graduate Affairs Committee and Graduate School to help students meet Graduate School requirements for course study plans, thesis/dissertations, and graduation. Proactively support the division’s graduate program(s) by ensuring students complete paperwork in a timely manner so they stay on track for graduation. Provide assistance in the areas of applications, admissions, graduate tuition waivers, stipends, and health insurance through the graduate school, thesis proposal and defense scheduling, assistantships, and graduate plans. Provide support related to course registrations and overrides. Coordinate FERPA and Title IX training for graduate students.Essential

Required Knowledge/Skills/Abilities:

Administrative support experience to include knowledge of general office operations.

Computer skills including proficiency in Word and Excel and electronic filing and record keeping. Willing to learn University information systems and electronic processes.

Ability to work in a team, determine priorities, and independently meet deadlines with minimal instruction.

Ability to understand and apply university policies, rules and regulations.

Ability to manage time efficiently with multiple tasks, deadlines and changing priorities.

Experience providing customer service using excellent written and verbal communication skills.

Must be organized and detail-oriented.

Ability to respond to issues in a professional manner with tack and sound judgment.

Must be a self-starter and demonstrate initiative and prompt decision making processes.

Typical Education or Training:

High School Graduation and two years office administrative experience or an equivalent combination of training and experience.

Position Information:

This position is a regular, full-time, non-exempt (hourly), benefits eligible, 12 months per year opportunity. 

Compensation:  $19.15/hour (Administrative Generalist 3, Grade 76/Step 1).

As a public, regional, comprehensive University, UAA is committed to building a culturally diverse and inclusive organization and strongly encourages women, minorities, individuals with disabilities, and veterans to apply.

Applicant Instructions:

Please upload the following to your completed, on-line University application:

1) Cover Letter addressing how you are a good fit for this position

2) Resume

3) Contact Information for three professional references

Review of Applicants: Begins October 24, 2019, and continues until the position has been filled. If you have questions regarding this position, please email Krystal Offord at

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.


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 is a tobacco free campus. For more information, please go to:

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

Advertised: Alaskan Daylight Time
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