Administrative Assistant

Apply now Job no: 517519
Classification:Administrative Generalist 4
Grade:Grade 77
Work type:Staff Full-time
Administrative Unit:University of Alaska Southeast
School/Business unit:Campus Academic Programs
Location: Ketchikan
Categories: Administrative/Personnel, Human Resources, Business/Accounting/Finance, Office/Clerical

Position Summary:

The University of Alaska Southeast Ketchikan Campus is seeking an experienced Administrative Assistant to support the Campus Director and/or designee.

Duties:

30Assist as needed with HR Personnel duties to include: updating personnel files, answering basic employee questions, and communicating with HR Coordinators.Essential
30Campus Travel Coordinator: Process and maintain campus travel and records (paper and electronic). Complete travel audit reports. Conduct travel purchase. Maintain, code and reconcile credit card transactions for travel and complete monthly reports. Monitor Campus AK Air Easy Biz record and track credit certificates, discount codes and complete mileage activity report. Coordinate travel and accommodation arrangements for Campus Director as necessary including preparing and submitting travel requests, travel claims, expense reports, and reimbursement requests.Essential
40Support the Campus Director in the implementation of daily and long-term administrative operations for the Campus. Assist the Campus Director and/or designee in the planning and organizational duties of the campus, including faculty and staff meetings, on and off campus special events (including graduation, adjunct faculty meetings, staff development days, and fund-raising events). Coordinate visits to campus by statewide and regional administrators, Board of Regents and other university visitors. Perform administrative duties for the Campus Director. Manage information flow between the Campus Director, staff, faculty and external campus constituencies. Serve as custodian of internal and external constituent email lists, addresses and phone numbers; constituents include (but not limited to) other UA campuses, universities, Board of Regents, community boards, school principals, and local officials. Meeting planning duties include notification of appropriate participants, arranging for logistics and meeting amenities, facilitating the setting of agendas, recording and distributing minutes, and maintenance of historical and current files. Serve as point of contact for campus calendar and monitor community calendars for relevant events and advise campus community of events. Maintain and update the campus policy and procedures manual to ensure alignment with regional and statewide policies and procedures. Prepare correspondence which may include editing drafts, composing correspondence for the supervisor’s signature, drafting letters or memorandums, and/or initiating correspondence requiring knowledge of procedures and processes. Organize and maintain filing systems; maintain records related to specific area of assignment. Create and maintain databases as necessary. Maintain and update faculty Academic Record files.Essential

This position will be based in the Ziegler Building at 2600 7th Avenue in Ketchikan, Alaska. This is a twelve-month, full- time, non-exempt regular position. Must have excellent written, verbal and interpersonal communications, strong organizational skills, ability to prioritize tasks and manage time effectively. We are looking for a professional, considerate and highly efficient person to perform administrative tasks including, but not limited to, assisting to organize staff and faculty meetings and special events, coordination of visits by statewide and regional administrators, coordination and set up of meetings, setting agendas and recording minutes, coordinating and processing campus travel, reconcile travel and complete monthly reports, maintain and update faculty academic record files and assist as needed with HR personnel duties including updating personnel files and answering basic employee HR related questions.

This is a full-time, Grade 77, 12-month, non-exempt staff position complete with a full employee benefits package. Salary commensurate with experience.

Located in the ancestral homeland of the Tlingit, Haida and Tsimshian peoples, the University of Alaska Southeast (UAS) is fully committed to advancing the education and research aspirations of Indigenous peoples and is committed to ongoing work toward decolonization. These efforts are reflected in our UAS programs and formal community partnerships across our three campuses and throughout all of Southeast Alaska. As a public, regional, comprehensive university, UAS is committed to building a culturally diverse and inclusive organization and strongly encourages women, minorities, individuals with disabilities, and veterans to apply.

KNOWLEDGE/SKILLS/ABILITIES:

Technical skills necessary to produce documents and reports required by instructors and their classes. Customer service skills necessary to interact with faculty, students, co-workers and general public in a professional and friendly manner. Planning and organizational skills necessary to coordinate multiple functions simultaneously as well as develop calendars/lists of upcoming needs and expectations to meet the varied demands of both on-campus and distance class settings. Technical capability in the use of major office equipment and specialty equipment, including but not limited to, fax machines, copiers, scanners, audio pods, computers & video machines. Ability to troubleshoot problems and technical issues. Problem solving skills necessary to address issues and resolve problems and concerns in a timely manner with appropriate levels of professionalism. Communication skills necessary to compose letters and documents without supervision and to effectively respond to the needs of faculty, students and co-workers.

Special skills & knowledge:
Physical ability to lift/move boxes and supplies up to 25lbs with assisted devices.
Knowledge of all major software programs including Microsoft Office (including Excel) and email.

Evidence of development or use of accurate and efficient filing systems.

Ability to be flexible in responding to the diversity of the job and able to prioritize multiple tasks effectively.
Some travel may be involved.

Knowledge of Banner preferred.

TYPICAL EXPERIENCE:

Strong experience in the technical administrative and communication field.

REQUIRED EDUCATION OR TRAINING:

An Associate degree in administration or related field and experience in administration or a combination of education and experience.
Alaska Driver's License-There will be a need to transport priority shipments to carriers, to transport equipment to various sites, and to procure specific supplies from various vendors.

Bachelor degree in administration or related field preferred.

Please include a resume, cover letter and the names and contact information for three professional references. Apply at https://careers.alaska.edu/. If assistance and/or questions please email issapelkina@alaska.edu. To ensure consideration, please apply by 11:55PM Alaska Time on August 22, 2021.  First review will be August 23rd, 2021, no other notice will be given. This position will remain open until filled.

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.

Contact Information:

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

Advertised: Alaskan Daylight Time
Applications close:

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