UAF CLA Dean's Office Coordinator

Apply now Job no: 515159
Classification:Administrative Generalist 4
Grade:Grade 77
Work type:Staff Part-time, Staff Full-time
Administrative Unit:University of Alaska Fairbanks
School/Business unit:UAF College of Liberal Arts
Location: Fairbanks
Categories: Business/Accounting/Finance, Office/Clerical

Position Summary:

Are you a self-starter? Do you like to multi-task? Do you like customer service? Then this may be the position for you.

Duties:

15Procurement and Event Coordination Research and purchase office and technology supplies, equipment, and services for CLA Dean's Office through the University system using Banner and UA Procurement card. Oversee the office supplies: toner, copier paper, etc. and keep track of inventory. Order items as needed. Accept and verify purchases against requisitions, checking for accuracy, and disperse to the end-user. Perform weekly reconciliation of ProCard on JP Morgan and assign proper account codes. Prepare JV's as necessary. Submit receiving. Verify billing with Accounts Payable. Assist Fiscal Officer with various fiscal duties as assigned. Work with the CLA faculty and staff to prepare and execute the annual We are CLA event and any other assigned CLA special events. Schedule meetings, book rooms, and other duties as necessary.Essential
40Graduate Coordinator and Academic Operations Manage CLA's graduate application process in cooperation with department-level processes: monitor, review, track, and route paperwork appropriately. Coordinate with faculty reviewers to ensure successful completion of the admissions process which requires extensive use of OnBase and departmental databases. Serve as liaison to the Office of Admissions, the Office of the Registrar and the Graduate School regarding graduate student admission applications. Assist graduate students throughout their career at CLA by maintaining and auditing files for program compliance; guiding students and interpreting and verifying information with students and major advisors. Assist with new graduate student orientation. Track graduate students, maintain databases and contact with students. Ensure accurate data entry and compliance. Work with department faculty to prepare faculty senate paperwork to change graduate course descriptions and schedules. Process various academic change forms/petitions and processes. Oversee the student forms approval process between the student/department to the dean for signatures. Connect students with academic advisers as needed. Use OnBase to pull graduate student applications. Coordinate grade appeal meetings when necessary. This position is the point-of-contact for the semester course schedule proofs coming from the CLA departments without administrative assistance. Coordinate the preparation and submission of various class schedules and academic changes; may need to check and make corrections to catalog proofs. Work with the Registrar’s Office to assure accurate and timely delivery. Screen, track, and process paperwork electronically for the CLA Curriculum Council. Process the yearly elections to the Council. Coordinate with CLA Departments, Curriculum Council, Dean, Governance Office, and various committees as necessary. Serve as a backup for Dean’s Office Staff: Fiscal Coordinator and HR Coordinator, and as a backup to college departments when new hires, absences, and other projects occur. Duties may include PPA duties, course scheduling, purchasing, and other tasks warranting accuracy and deadlines.Essential
45CLA Dean's Office Coordination Coordinate the main reception for Dean's Office suite. Interact and be the primary focal point of contact for faculty, staff, UA/UAF administrators, external contacts, and other administrative team members when appropriate. Provide administrative support for CLA Dean's office staff, including confidential faculty, staff, and student correspondence for the Dean and Executive Officer. Work successfully within a team environment to facilitate the Dean’s Office and college needs. Provide information that is requested by incoming visitors, faculty, and students. Route communications to appropriate individuals to include: postal mail, email, phone messages, etc. Manage the college Google Groups and email lists. Update, maintain, and distribute the CLA directory. Projects would include document coordination, copying, scanning, filing, and maintaining organized department electronic and hard copy files. Preparation and distribution of various correspondence, memorandum, reports, etc. Analyze, resolve problems, and periodically review in consultation with the Executive Officer the overall effectiveness of office support functions that occur in the administration of the College processes and procedures. Gather information and prepare reports or surveys related to initiatives, space issues, program plans, office technology, and undergraduate and graduate students. Edit correspondence and documents. Support new employees when they arrive, help to arrange their offices, phones, computers, furniture, supplies, and copier access. Knowledge of university regulations and policies regarding hiring. Submit work orders to Facilities Services for various maintenance tasks as needed. Provide backup administrative support to CLA departments during vacancies, vacations, and during summer.Essential

The College of Liberal Arts seeks a dynamic, multi-talented team member with excellent people skills.  CLA is one of the largest academic units in UAF with a vibrant array of disciplines; everything that falls under arts, languages, social sciences, and humanities is included. CLA offers 41 degrees from 19 programs.

The Office Coordinator is the main point of contact for the College of Liberal Arts Dean’s Office at the University of Alaska Fairbanks. The position is responsible for CLA Dean's office coordination, graduate paperwork, academic paperwork, and event coordination. The successful candidate will work as a team member with the Dean's Office staff under the direction of the Executive Officer. The College of Liberal Arts includes the following departments and programs: Alaska Native Language Center, Anthropology, Arctic and Northern Studies, Art, Communication and Journalism, Cross-Cultural and Indigenous Studies, English, Foreign Languages and Literatures, History, Justice, Linguistics, Music, Philosophy and Humanities, Political Science, Psychology, Social Work, Theatre and Film, and Women, Gender & Sexuality Studies.

The following knowledge, skills, and abilities are sought in applicants: Superior organizational, time management, and interpersonal communication skills. Excellent public relations and diplomacy skills. Experience and ability with business English, grammar, and proofreading. Advanced experience with computers and common software such as Microsoft Word, Excel and Google applications; experience using or ability to learn Banner and knowledge of general accounting principles. Dependable, conscientious attendance and punctuality. Ability to prioritize workload; work under intermittent supervision to meet deadlines; remain flexible; interact positively with a wide variety of personalities; exhibit initiative, tact, discretion, and confidentiality; have a friendly and helpful approach to assisting students and the public. Applicable knowledge of University of AK Board of Regents regulations regarding purchasing and travel procedures. Proficiency in operating various office machines and software, including scanners, fax machines, and copiers; an understanding of office management and procedures.

Applicants should also have a high school diploma or equivalent and three years of previous clerical experience in positions where computer skills and a knowledge and understanding of office procedures are gained; experience working with the public either through employment or through volunteer activities.

To ensure consideration, please apply prior to July 20, 2020 11:55 PM Alaska Standard Time.  This position will start at 40 hours per pay period if hired prior to August 9 and will then transition to 80 hours per pay period for the academic year, Grade 77, complete with a competitive salary and UA employee benefits package.

Please include the following documents with your application:

1.  Cover letter

2.  Resume

3.  Names and contact information, to include email addresses, for three professional references

4. A written essay explaining your office management philosophy and how it fits in a team environment. The paper should be at least one page but no longer than three pages, double spaced with Times New Roman 11 font and 1" margins. 

Applicants may be assigned testing relevant to the position.

If you have difficulties when applying or questions regarding this position, please contact University of Alaska Human Resources at 907-450-8200.

Reasonable Accommodation Statement:

The University of Alaska (UA) is responsible for providing reasonable accommodations to individuals with disabilities throughout the applicant screening process. If you need assistance in completing this application or during any phase of the interview process, please contact UA Human Resources by phone 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.

University of Alaska campuses are Tobacco-Free.

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.

 

Advertised: Alaskan Daylight Time
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