Mat-Su Experiment Farm & Extension Center Admin Assistant

Apply now Job no: 514273
Classification:Administrative Generalist 4
Grade:Grade 77
Work type:Staff Full-time
Administrative Unit:University of Alaska Fairbanks
School/Business unit:UAF School of Nat Res & Extension
Location: Palmer
Categories: Administrative/Personnel, Office/Clerical

Position Summary:

Are you a goal-oriented person who loves to serve on a team and reach their community? Join the team of professionals who support the Matanuska Experiment Farm and Extension Center. This office serves the Mat-Su Valley through outreach, education, and continued research collaboration. This administrative position is the face of the Farm and includes many roles from welcoming guests, answering telephones, and tracking budgets, to planting flowers and pulling potatoes. Must have excellent communication skills and bring a positive approach. This is a great opportunity to work with a dedicated team and expand your office management expertise.

Duties:

10IT Support: -Schedule use of distance delivery classroom and coordinate use with Video Conferencing Services (VCS). Set up any additional video conferencing sessions as required. -Assist guest speakers and the public with video conferencing equipment. -Troubleshoot difficulties in cooperation with VCS and other experts. -Train faculty and staff on routine software program/hardware telephone system updates. -Act as point of contact for remote IT support.Essential
10Provide administrative support to the Matanuska Experiment Station and Extension Center Director.Essential
15Student/Academic Affairs: -Act as student liason with the main campus and other UA campuses. -Assist students by providing technical assistance with equipment in the distance delivery classroom, coordinate with instructors for the distribution, proctoring, collection and transmission of exams and quizzes, and distribute other class materials that can not be handled electronically. -Provide administrative assistance with student recruitment efforts; distribute and post flyers of course offerings, etc.Essential
25Budget/Accounting/HR/Procurement: -Administer procurement card system for SNRE personnel located in Palmer and assigned extended sites. -Generate, distribute, and reconcile monthly Procard statements; research account transactions and track accounts via DSD QMenu for SNRE personnel located in Palmer and assigned extended sites. -Prepare cash receipts for revenue from paid publications, enrollment fees, workshops, classes, and miscellaneous income for clientele that visit the office. Prepare deposits for transmission to SNRE Business Office following UAF Cash Handling procedures. -Pay and reconcile monthly telephone toll charges to individual accounts, in addition to notifying individuals of charges. -Assist with various accounting procedures in cooperation with the SNRE business office at UAF for SNRE personnel located in Palmer and assigned extended sites. -Act as the point of contact for HR transaction for SNRE personnel located in Palmer. -Maintain budgets for SNRE accounts and extension district workshops for SNRE personnel located in Palmer and assigned extended sites. Submit requests to SNRE Business Office for budget revisions as needed. -Act as the point of contact for travel questions and issues for SNRE personnel located in Palmer and assigned extended sites. -Purchase SNRE office supplies as needed.Essential
35Receptionist/Administrative Support: -Answer telephone, direct calls, receive messages, handle voice mail/messaging, refer calls to appropriate personnel or department. -Greet the SNRE clients and general public, interact with clientele, answer basic questions, direct inquiries to relevant personnel, department or agency. -Maintain and control access to office equipment i.e., copier, fax machine, computer equipment, color printer and phone system. -Receive incoming shipments and notify recipients of arrivals. -Receive and distribute incoming and interdepartmental mail for all occupants of the building; open, date stamp and distribute administrative mail to personnel; prepare outgoing mail and freight (including FedEx, USPS Click & Ship, etc.). -Assist faculty and staff with clerical procedures as needed. - Maintain calendar of events and provide administrative assistance with research, academic, extension, public and special events held at the farm. -Coordinate contractual maintenance for telephones and custodial.Essential
5Archives: -Catalog and maintain Matanuska Experiment Station archives, including bulletins, publications, reports, trail maps, etc. -Locate and provide materials in response to requests by faculty, staff, and public.Essential

Are you a goal-oriented person who loves to serve on a team and reach their community? Join the team of professionals who support the Matanuska Experiment Farm and Extension Center. This office serves the Mat-Su Valley through outreach, education, and continued research collaboration. This administrative position is the face of the Farm and includes many roles from welcoming guests, answering telephones, and tracking budgets, to planting flowers and pulling potatoes. Must have excellent communication skills and bring a positive approach. This is a great opportunity to work with a dedicated team and expand your office management expertise.

The UAF Cooperative Extension Service and the Agricultural and Forestry Experiment Station celebrates the rich diversity of its students, employees and clientele and is committed to providing workplaces and programming free of discrimination. Successful candidates must have the ability to provide equal program participation opportunities to people of all backgrounds in a culturally relevant manner responsive to local needs. All CES/AFES employees have a responsibility to support a welcoming and inclusive learning environment. This responsibility includes, but is not limited to, complying with NIFA civil rights obligations.

This is a full-time, Grade 77, minimum $21.59 hourly, depending on experience, 12-month position complete with a competitive salary and UA employee benefits package. This position is open until filled with the initial application review taking place on February 17th, 2020.   To ensure your application is considered, apply by 11:55 pm, 2/16/20.  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.

Knowledge/Skills/Abilities:

Must work well with public and have excellent organizational and communication (oral and written) skills since position involves interpersonal public relations. Knowledge of office systems protocol and procedures since position provides administrative support which includes accounting, math and
standard clerical skills. Computer experience including spreadsheets, word processing, peripheral equipment and internet/email knowledge, operation of various types of office equipment, including 10-key calculator, fax machine, photocopier. Must possess a high level of accountability and discretion.

Preferred: Knowledge of BANNER System and procurement procedures. Ability to adapt to ever changing demands and work environment. Ability to learn new technologies and communicate effectively with IT support to resolve technical issues with office computer, Xerox Center, or distance delivery equipment. Familiarity with Microsoft Office products, including but not limited to Excel and Word. Experience working in a university setting preferred.

Required Experience: 

A minimum of 5 years reception, public assistance and administrative support.

Typical Education or Training:

Minimum requirement: high school graduate with business, accounting and office training.
Driver's license or ability to obtain one.

Assistance:

If you need assistance applying to this posting, please contact AFES & CES Human Resources at 907-474-5197. Applicants needing reasonable accommodation to participate in the application and screening process should contact the local Human Resources office at 907-450-8200.

Affirmative Action Statement:

UA is an AA/EO employer and educational institution and prohibits illegal discrimination against any individual: www.alaska.edu/nondiscrimination

Background Check:

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

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.

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. 

Training Policy:

It is the policy of the University of Alaska (UA) that all employees are required to complete training to meet the requirements of the positions they hold, and to complete the required training within a specified period to remain employed at the 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:

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