Office Coordinator

Apply now Job no: 514062
Classification:Student Services Professional 3
Grade:Grade 79
Work type:Staff Full-time
Administrative Unit:University of Alaska Fairbanks
School/Business unit:UAF Provost Office Operations
Location: Fairbanks
Categories: Academic Advising/Support, Education/Instructional, Administrative/Personnel, Office/Clerical

Position Summary:

Do you want to be a part of a student success team? This position assists students from pre-admission to graduation. Come be a part of the Graduate School team. As one of the primary contacts for the Graduate School, this position will provide administrative, technological, and academic support to students in graduate and interdisciplinary programs. Duties will include but are not limited to: Responding to telephone, online, and walk-in inquiries from current, prospective, and former students as well as inquires from UAF faculty and staff, overseeing the degree audit and compliance of graduate student forms utilizing banner, DegreeWorks, OnBase, catalog policy, and UAF policies and procedures; assisting the Dean and Director to develop reports in response to requests for research data and/or statistics and conducts research for graduate-related issues; assisting in the development and update of the school’s website and forms; reviewing thesis/dissertations for format compliance on all theses submitted to the Graduate School for archival in the Library; posting of tuition payments and graduate student health insurance to graduate student accounts; supervise the student assistant if one is employed by the Graduate School. Backup to the Director and other office staff as needed.


10Conduct the format review of theses and dissertations submitted to the Graduate School to determine whether it meets the standards for acceptance for graduation purposes. Coordinate with the UAF Rasmuson Library and approve any changes to processes/policies with regards to transferring theses/dissertations and projects to the Institutional Repository.Essential
10Database maintenance. This includes research and analysis and documentation to achieve day-to-day procedural, web-based or other information solutions, analysis of data for reports and other projects. Run Banner or TOAD queries as requested. Assist the Director in conducting research for graduate-related issues and concerns. Participate in the data analysis process and help prepare research reports. OnBase: Importing documents and workflow processing is essential for daily paperwork processing. Supervise the student assistant if one is employed by the Graduate School.Essential
10Fellowships and Scholarships: Coordinate the application process, assist with selection as requested, and communicate the status of the award to the student for all fellowships that are run through the Graduate School. Coordinate the review of all graduate scholarships via AcademicWorks. Post tuition awards, graduate student insurance and fee payments to the student’s account for TA/RA's and Fellows according to individualized contracts and awards. Reconcile the graduate student health insurance account via the general ledger in Banner.Essential
10Media and Communications: Use OU Campus to update the Graduate School’s website. Manage communications between the school and graduate students via Listservs and social media outreach and communications. Assess social media and communication plans for efficacy. Adjust or create programs/campaigns as needed to meet departmental goals and to keep up-to-date with changing trends. Create and use a plan to communicate with students to ensure the successful continuation of studies; utilize technology to enhance graduate student service processes and procedures; work with other offices to improve intra-office processes. Backup to the Graduate School Director and other office staff as needed. Cross-training is required. May approve exceptions to the normal course of business in the absence of the director. Assist Program Coordinator with events and ensuring compliance with University, UA BOR, state, local, and federal regulations.Essential
20Degree Audit and Compliance: Using DegreeWorks, perform degree audits and ensure compliance with UAF, Graduate School, UA BOR rules and regulations. Review catalog for ambiguous language, request clarification from departments, make recommendations regarding program proposals and assist with program modification paperwork as necessary. Review Advancements, Graduate Study Plans, and Graduate Student Petitions for compliance with program requirements and make recommendations to the student and committee regarding viable remedies. Collaborate with the Registrar’s Office to ensure graduation requirements are met by the student and to assist with identifying and resolving any critical issues. Work with the Office of International Programs and Initiatives to ensure immigration compliance, including issuing Optional Practical Training letters.Essential
40Graduate Student Support Services: Provide advice to graduate students, staff and faculty in all areas and functions of the Graduate School by interpreting and applying appropriate knowledge of graduate policies and procedures. Serve as a liaison between graduate students and various departments on campus, including but not limited to the Office of Admissions, the Office of the Registrar, and the Office of the Bursar. Identify and analyze problems to provide options or alternate pathways placement for students to succeed. Evaluate graduate student processes, procedures, and policies and make recommendations to the Director. Serve as contact via walk-ins, email, phones, and online chat for graduate school information, queries, and concerns while maintaining sensitivity and confidentiality.Essential


Required Knowledge, Skills, and Abilities:

  • Ability to learn Banner Student and Banner Finance.
  • Proficiency in student accounts receivable, UAOnline, DegreeWorks, TOAD, OU Campus, and OnBase.
  • Knowledge of general office procedures including word processing, database management, filing, answering multi-line telephones and prioritizing workload.
  • Strong knowledge of general office software (e.g. Microsoft Office, Google Apps, and Acrobat Pro).
  • Ability to evaluate and monitor projects, think analytically, and problem solve.
  • Ability to read, interpret and apply university policies.
  • Excellent written and oral communication skills.
  • Knowledge of the university environment, computer literacy, project planning and development, leadership, organizational and interpersonal skills.
  • Demonstrated ability to work in a fast-paced environment and to work as part of a team as well as manage multiple tasks and use independent judgement in analyzing and resolving problems.
  • Knowledge of student development theory.
  • Commitment to excellent customer service.
  • Ability to work with diverse populations.
  • Current knowledge of FERPA and Title IX.

Required Experience:

  • Minimum of three years of experience working in a higher education institution.
  • Extensive customer service experience.

Typical Education or Training:

  • Bachelor's degree and three years of relevant experience required, or an equivalent combination of training and experience.
  • Master's degree preferred.

Preferred Knowledge, Skills, and Abilities:

  • Work experience in a higher education environment in the area of student services.

Review Date:

This position will be open until filled. Applications will be reviewed starting December 16, 2019. To ensure consideration, please apply prior to 11:55 pm Alaska Standard time on December 15, 2019. Applications received after this date may not be considered. A complete application will include a resume, cover letter, and contact information for three professional references.

This is a full-time, Grade 79, minimum $25.82 hourly, DOE, 12-month position complete with a competitive salary and UA employee benefits package.


If you have questions about this posting, please contact Shelly Baumann in the Graduate School at 474-7319 or Applicants needing reasonable accommodations to participate in the application and screening process should contact Human Resources at 907-450-8200.

Background Check:

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

Affirmative Action Statement:

UA is an AA/EO employer and educational institution and prohibits illegal discrimination against any individual:

Public Disclosure Statement:

Your application for employment with the University of Alaska is subject to public disclosure under the Alaska Public Records Act.

University of Alaska is a Drug Free Workplace.

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 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 UA.

Contact Information: If you have any questions regarding this position, please contact University of Alaska HR at 907-450-8200.


Advertised: Alaskan Standard Time
Applications close: Alaskan Standard Time

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