Administrative Assistant

Apply now Job no: 517943
Classification:Administrative Generalist 3
Grade:Grade 76
Work type:Staff Full-time
Administrative Unit:University of Alaska Southeast
School/Business unit:UAS School of Arts & Sciences
Location: Juneau
Categories: Administrative/Personnel, Human Resources, Office/Clerical

Position Summary:

This position provides administrative support to the School of Arts & Sciences, with a focus on the staff, faculty, students, and visitors of the Anderson Building. This position requires excellent communication skills.

Duties:

30General Office Support • Serve as point of contact for AND building, providing administrative support to the AND building occupants and visitors. • Coordinate the Arts & Sciences van reservation process. Assist faculty with checking in and out vehicles. • Assist and collaborate with Arts & Sciences administrative support staff with a variety of administrative tasks, special events and special projects as requested.Essential
30Human Resources • Department contact for Human Resources for all temporary employees (staff, adjunct faculty, teaching assistants). • Explain personnel procedures to employees, including hiring, contracts, time keep, and other related HR matters working collaboratively with UA HR Statewide and the hiring manager. • Responsible for providing accurate information for UA Statewide HR to process paperwork to hire adjunct instructors, students, and other temporary employees each semester. • Follow UA policy on all HR issues. Maintain confidential HR working files. Proactively work to problem-solve issues with HR as needed. • Track hiring from start to finish collaboratively with UA HR statewide (ensuring Banner information is accurate, including but not limited to, hours per pay period, budget codes). • Work with Administrative Managers on budget approval for hiring. • Assist in onboarding procedures for all temporary employees/adjunct faculty. • Ensure access to Facilities, Classrooms, IT, Software, Blackboard, etc., is completed as part of the hiring process.Essential
40Facilities Support • Serve as main point of contact for all visitors, students, staff, and faculty at the Anderson Building. • Serve as point of contact for the Anderson Building (AND) and the Natural Sciences Research Lab (NSRL). • Ensure key swipe access for all personnel beyond the initial hiring process to include doors open / closed for holidays, semester course schedules, and special events (as needed). • Coordinate facility maintenance and repair requests with UAS Facilities Services for multiple science labs and buildings. • Coordinate scientific equipment repair and maintenance with appropriate vendors and/or contractors, in collaboration with procurement administrative assistant. • Communicate updates of service outages and scheduled shutdowns to building occupants. • Request special janitorial services from UAS Facilities Services, as required. • Assist building occupants with UAS IT support requests and work orders. • Coordinate with faculty and staff on risk assessments as required for events / courses offered in AND/ NSRL / ENVS. • Position requires a level of independence and ability to juggle priorities in tight timelines.Essential

This position will communicate and interact with a diverse group of people; respond to inquiries from faculty, staff, students, and the general public in a professional manner; assist with and implement day-to-day academic policy, general office management, and building coordination for the Anderson Building and the Natural Sciences Research Lab (NSRL).

KNOWLEDGE/SKILLS/ABILITIES:

Ability to manage multiple projects: highly organized and self-motivated, possessing time management and problem-solving skills and the ability to prioritize projects and work flow and make decisions using independent judgment.

Excellent written and verbal skills and ability to communicate effectively with faculty, staff, students, and other constituents. Proficient in handling matters of a sensitive and confidential nature, exercise tact, diplomacy, sensitivity, and helpfulness when interacting with students and faculty from diverse cultural and social-economic backgrounds.

Strong analytic skills and proficiency in decision support data systems, including development of database queries and synthesizing results for management reporting.

Skill in tracking, documenting, and reporting budget changes to program leadership.

Preferred knowledge, skills, and abilities:
Experience monitoring academic research budgets preferred.

Experience with processing and tracking grants or contracts preferred.

Bachelor degree preferred.

TYPICAL EXPERIENCE:

Documented experience as an administrative assistant with at least 3 years of progressively responsible office/administrative responsibility.

REQUIRED EDUCATION OR TRAINING:

Associate degree, or an equivalent combination of education and/or work experience (bachelor degree preferred)

Possession of valid Alaska Driver's license.

TO APPLY:

Please submit a resume, cover letter and the names and contact information for three (3) professional references. To ensure consideration, please apply by 11:55PM Alaska Time on September 30, 2021.  Applications received after this time may not be considered.  This recruitment 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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