Program Support Specialist
Apply now Job no: 516665
Classification:Administrative Generalist 4
Work type: Staff Full-time
Administrative Unit:University of Alaska Anchorage
School/Business unit:UAA College of Health
Categories: Administrative/Personnel, Health Profession, Office/Clerical
As our Program Support Specialist, you'll provide support to the faculty and students within the School of Nursing. As a partner in shaping health care in Alaska, the University of Alaska, School of Nursing (SON) educates students for current and future roles in local, state, national, and worldwide arenas, as well as for productive citizenship, personal growth, and professional nursing
practice. Successful candidates will be enthusiastic, highly-motivated, and detail-oriented self-starters who enjoy interacting with internal and external customers.
10 Other duties as assigned. Essential
25 FACULTY/ADMINISTRATIVE SUPPORT:
Conduct Banner, OnBase and UAOnline student research. Research curriculum and UAA curriculum website. Assist in scheduling and administration of professional development (CEUs) and contract training efforts. Administrative functions to include: mass e-mailing, document preparation, scanning, distribution of brochures, graduation certificates, initial student application processing, student surveys, processing of incoming and outgoing email, assist with special projects, and other administrative duties as assigned. Provide information for routine reports, directories, course support, org charts, etc. Provide logistical support and coordination for search committees or recruitment processes. Proofread typed materials for grammatical and typographical errors e.g., correspondence, reports, manuscripts, articles. Work with faculty to coordinate catalog updates or edits. Assist with special department and accreditation projects. Perform department inventory of office and technology supplies and equipment, and recommend items for purchase. Essential
25 STUDENT SUPPORT:
First point of contact for students. Provide students with initial program information and direct students to appropriate faculty/departmental/advising resources. Respond to telephone, email and in-person inquiries about department and campus resources, program requirements, course availability, and enrollment and registration dates and processes. Support faculty advisors in processing student academic forms including add/drop, change of major, independent/directed study forms, overload petitions, program of study forms, etc., and ensure that forms are submitted by university deadlines. Track submitted forms for completion. Prioritize tasks and control the flow and distribution of correspondence related to instructional and student materials. Communicate student concerns to faculty. Create and maintain confidential student files and databases. Execute student registration overrides per faculty request. Assist students with background checks to ensure completion prior to practicum/externships placement. Essential
40 PROGRAM SUPPORT:
Maintain current and accurate assorted databases and file sets relative to management of educational programs. Maintain current and accurate student and program files and assorted file sets necessary for efficient retrieval of relative program data. Assist the School with scheduling spring, summer, and fall classes. Ensure timely and accurate submission of academic schedules and proofs. Coordinate schedule changes, cancellations, and additions. Schedule rooms for classes and meetings. Track and report enrollment and other program data. Provide general administrative support as required for the activities of advisory committee meetings. Assist with graduation/pinning activities such as preparing graduation certificates, invitations, etc. Order course textbooks in a timely manner. Track and verify prerequisite restrictions are completed before lifting departmental approval holds for course registration. Coordinate with the Registrar ‘s office to resolve discrepancies related to missing course information, classroom assignments, etc. Maintain department files for current information. Maintain an inventory of office, program and lab equipment and supplies, and recommend items for purchase. Receive or deliver materials and equipment. Cross-trained with other office personnel to provide coverage when others are out of the office. Develop, maintain and track complex program or student files. Essential
Summary of School of Nursing: As a partner in shaping health care in Alaska, the University of Alaska, School of Nursing (SON) educates students for current and future roles in local, state, national, and worldwide arenas, as well as for productive citizenship, personal growth, and professional nursing practice.
The SON offers undergraduate degrees of Associate of Applied Science (AAS) in nursing, Bachelor of Science (BSN) in nursing, RN- BS, as well as graduate-level nursing degrees in several specialty tracks: Family Nurse Practitioner, Psychiatric Mental Health Nurse Practitioner-Family and Nurse Leadership and Education.
Position Summary: The Program Support Specialist will provide support to the faculty and students within the School of Nursing.
Ability to operate and troubleshoot office equipment.
Strong interpersonal, customer service and public relations skills.
Strong verbal, telephone, electronic and written communication skills, including grammar, punctuation and spelling.
Ability to exercise discretion, confidentiality, and independent judgment.
Ability to organize, file and track information.
Ability to work independently and within a team.
Ability to prioritize duties, multitask and adhere to deadlines.
Ability to establish and maintain files and record keeping systems.
Advanced experience with MS Office software such as Word and Excel, electronic databases, and file management systems.
Extensive word processing, editing and data entry skills with attention to detail.
Ability to learn new computer programs.
Problem solving skills with the ability to analyze situations and resolve operational problems independently.
Internet research skills.
Strong organizational and time management skills with the ability to work independently and take initiative with little supervision.
Ability to perform well under pressure.
Ability to create reports for management using data gathered from various sources.
Proficiency in Banner, OnBase and UA Online, or other platforms.
Knowledge of division programs
Knowledge of UAA policies and procedures
Three years experience in administrative support role.
Experience in general office procedures, practice and use of standard equipment.
Preferred: Experience in health care higher education
Education/Training: High School graduation and three years progressively responsible office/administrative experience, or an equivalent combination of training and experience.
This is a full-time,
Grade 77, minimum $21.81 hourly, DOE, 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 April 12, 2021. To ensure your application is considered, apply by 11:55 pm, 4/11/2021. Applications received after this date may not be considered.
Applicant Procedure: To be considered for the position, applicants should upload the following documents to their online application:
Cover letter highlighting qualifications that meet the specific requirements of this position
Names and contact information of three professional references
Affirmative Action Statement: UA is an AA/EO employer and educational institution and prohibits illegal discrimination against any individual: www.alaska.edu/nondiscrimination
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.
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.
Drug-Free Workplace: 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 Daylight Time 05 Apr 2021
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