UAF CTC Emergency Services Administrative Assistant

Apply now Job no: 518523
Classification:Administrative Generalist 4
Grade:Grade 77
Work type:Staff Full-time
Administrative Unit:University of Alaska Fairbanks
School/Business unit:UAF Community and Technical College
Location: Fairbanks
Categories: Administrative/Personnel, Business/Accounting/Finance, Office/Clerical

Position Summary:

UAF's Community and Technical College is seeking an energetic Administrative Assistant to be part of our education and workforce development team in our Emergency Services department which includes Fire Science, Paramedicine and Law Enforcement training programs. This is a full-time, 11 month administrative assistant position, with one month off-contract in the summers. Some of the benefits offered with this position include health insurance, paid holidays, and tuition waivers, to name a few. Do you have a passion for helping others succeed? If so, consider joining our team of administrative assistants who, along with our faculty and staff, help students reach their educational goals!

Duties:

10Office Support: Customer Service and communication o Meet and assist students, faculty, staff, and visitors. o Receive, screen and route telephone calls, emails and take messages when necessary. o Maintain departmental calendar to keep program faculty and students advised of deadlines. o Work together with faculty in maintenance and/or monitoring of faculty schedules as appropriate to facilitate arranging meetings and scheduling appointments. Maintain inventory of office and instructional supplies. Receive, sort and distribute mail and other materials to faculty staff and students. Prepare outgoing mail and receive/send shipments/packages.Essential
20CTC Emergency Services Programs graduation/completion ceremonies: Lead the coordination of the graduation ceremonies for Law Enforcement, Paramedicine and Summer Fire Academy. o Determine budgets and work closely with CTC''s fiscal officer to ensure all charges have the proper account codes. o Organizing all key players necessary to successfully plan and carry out the events. o Establish and follow timelines and assisting others in doing the same. o Maintain contact list of past and potentially new attendees and ceremony participants. o Prepare invitations, secure addresses, mail invitations and track RSVPs of invitees. o Arrange the availability of audio-visual equipment, transportation, displays, and other event needs. o Work with CTC Marketing to publicize events. o Work with CTC fiscal office to secure all necessary paperwork from vendors and ensure policies are followed and vendors are paid properly and timely. o Monitor event activities in order to ensure compliance with applicable regulations and laws. o Ensure that all volunteers, donors, and attendees receive timely and proper acknowledgement by preparing and sending thank-you letters from the Emergency Services departments upon completion of the events. o Conduct post-event evaluations with applicable individuals to determine how future events could be improved.Essential
30Budget Maintenance, Purchasing/Receiving, Equipment and Travel: Budget tracking and preparation o Verify and reconcile ProCard statement to departmental soft ledgers for CTC fiscal office approval. o Maintain and verify credit card statement and contact vendors to correct errors. o Keep supervisor, program faculty, and CTC fiscal office advised of status of departmental accounts. o Track and analyze expenditures to understand the costs of the Emergency Services programs and to make the best purchasing decisions to ensure efficiency in budget control while adequately supplying the needs of the programs. o Track and report trends of costs and quality of products to supervisor and fiscal office to most economically meet the demands of the programs. o Provide current and historical budget and expenditure data to assist in the development of expenditure projections, revenue forecasts, and the completion of budget documents. o Coordinate student insurance through SW Risk. Need to determine appropriate insurance for the program to ensure that each student is supplied with proper paperwork for notification of coverage and processes for potential claims. Purchasing and receiving o Manages inventory and ordering of supplies, products and equipment needed for instructional and operational needs. o Call in, fax or submit Internet orders as needed to support instructional and operational needs. o Act as departmental expeditor for obtaining supplies, products and equipment from local vendors as needed. o Receive, audit invoices, and review deliveries of supplies, products and equipment o Enter purchase requisitions, blanket purchase orders, etc. with appropriate backup paperwork on Banner and prepare and track limited purchase orders in coordination with CTC fiscal office. o Research charges and initiate JVs when needed and submit to CTC fiscal office for approval. Equipment o Track inventory and maintain information related to age and anticipated replacement of departmental machinery. o Arrange for maintenance of departmental machinery. ○ Act as key operator for office machinery. o Identify building work order needs and follow established CTC procedures to get work orders submitted. Travel o Prepare and submit travel authorizations/requests to CTC Dean, place airline reservations on 24 hour hold for purchase by Dean''s office; make car and hotel reservations; submit expenditures to the appropriate personnel to process expense reports at end of travel; maintain and verify credit card log of all travel purchases.Essential
40Academic Program Support & Records Management: Academic program support o Collect, organize and retain documents, reports, and other program information relevant to program operations. (e.g. approved curriculum, course syllabi, program protocols/procedures, program data, accreditation information/contacts, current textbooks in use, specialized program equipment). o Follow and carry out established processes to support student evaluations of instruction and retain departmental copy of statistics/data for instructors pertaining to student evaluations of instruction. o Take lead role in communicating semester deadlines to faculty (e.g. grade roster corrections, freshman grade reports, final grade submission deadlines). o Facilitate connection between faculty (particularly adjunct faculty) and central support services available within CTC (e.g. IT Services, Human Resources, Student Services). o Assist program faculty in preparing reports (e.g. program review, outcomes assessment) and curriculum proposals (e.g. new courses, major/minor course changes, program changes). o Work with CTC human resources office to assist in the hiring of adjunct faculty, program assistants, and student employees. o Assist and participate in budget development and program planning. o Assist in preparation of program support materials (e.g. departmental brochures, advising documents, CTC Course Schedule). o Prepare academic course schedules in accordance with Academic Course Scheduling Guidelines to meet deadlines. o Prepare paperwork for course changes, addition to schedules, and cancellations as necessary. o Compile and input appropriate course and instructor information into database for contract generation and mailings each semester. Assist program faculty with scheduling and coordination of program assistants to meet the program and accreditation needs. o Request rooms and special equipment for instructional needs. o Prepare textbook orders and order desk copies for faculty. Student services support o Correspond with students with inquiries about CTC programs; send information; direct them to program faculty, advisors and websites; and follow up to ensure inquiries have been answered to the student''s satisfaction. o Provide support services to facilitate advising, such as printing student transcripts, maintaining advising materials, maintaining departmental student files, and scheduling advising appointments for students with program faculty. o Assist students in course registration processes; PIN declared students for web registration and assist declared and non-declared students in course registration processes. o Work with program faculty, CTC Student Assistance and the Registrar''s Offices to assist students with processing paperwork (e.g. application to UAF, petitions, grade changes, change of major, etc.). General administrative support o Assist program faculty to draft/ type/proofread correspondence, forms, and documents. o Assist program faculty with course support (e.g. copy instructional materials for class handouts, organizing course materials).Essential

The successful candidate must be able to use resources and networking to provide faculty, staff and students with correct information regarding academic and non-academic University policies and procedures.  The ability to determine the correct usage of University forms including HR, academic programs, payroll and finance is essential. This position is responsible for state and national accreditation standards which require a depth of specific knowledge for three separate programs. 

This position will also take the lead in event coordination for several graduation ceremonies held by the Emergency Services programs, so event planning experience is PREFERRED.

Experience with Banner, i.e., fiscal and/or student modules is also PREFERRED.

Occasion driving may be required to support program needs.

Ability to maintain confidentiality is a must.

UAF CTC offers 40 associate degrees, certificate and occupational endorsements at 9 locations through the Fairbanks and the Tanana Valley of Interior Alaska. UAF CTC is responsive to local and regional vocational and technical needs and focuses on workforce development to meet the needs of the region and the state. UAF CTC’s programs also provide students with the academic framework to help them achieve their higher education goals, whether it is to complete an associate of arts degree or transfer to a baccalaureate program.

In addition, UAF CTC provides career training and development opportunities through workforce development and professional development programs. Staff and faculty have forged close ties with businesses and local agencies, enhancing instruction and increasing job placements.

UAF CTC employs a diverse population of approximately 30 full-time faculty and 300 adjunct faculty who are represented by two unions and a staff of about 30. Approximately 3300 students attend UAF CTC. They are culturally diverse and include many non-traditional students and students from the military community.

To be eligible for this position, applicants must be legally authorized for unrestricted employment in the United States. No work visas will be sponsored for this position.

KNOWLEDGE/SKILLS/ABILITIES:

Ability to exercise judgment and initiative in determining office needs.
Ability to multi-task and prioritize projects.
Ability to work independently.
Advanced accounting and budget principles, i.e., fiscal skills, purchasing & receiving.
Knowledge and expertise in the use of office productivity software, i.e. Word, Excel, database applications, etc.
Ability to establish and maintain files and record keeping systems.
Ability to meet and greet the public with tact and diplomacy.
Ability to offer excellent customer care.
Demonstrated exceptional oral, written, and interpersonal communication skills.

TYPICAL EXPERIENCE:

1 year prior office experience.

REQUIRED EDUCATION OR TRAINING:

Educational/vocational experience in subject area sufficient to perform the typical duties as required for the position; including high school diploma or equivalent college level course work.  Three years of progressively responsible office/administrative experience or an equivalent combination of training and experience.

This is a Grade 77, minimum $21.81 hourly, DOE, 11-month position complete with a competitive salary and UA employee benefits package.  UA employees receive excellent benefits including participation in State of Alaska PERS retirement, 12 paid holidays per year, tuition waivers for employees and family members, and affordable medical, dental and vision care coverage.

TO APPLY:

Please attach the following to complete your application:

  • Resume
  • Cover Letter detailing qualifications for this position
  • 3 professional employment references to include names, professional relationship, address and contact phone number

This position is open until filled with the initial application review taking place on January 3, 2022. To ensure your application is considered, apply by 11:55 pm, 1/2/2022.  Applications received after this date may not be considered.

UAF COVID Requirements:

Effective immediately, all new UAF hires, whose job function or work location results in the employee being subject to the UAF vaccine requirements guided by the Federal Contractor Employee vaccine mandate*, must be fully vaccinated with an FDA- or WHO- authorized or approved COVID-19 vaccine or have obtained a university-approved disability/medical or religious exemption by January 18, 2022, or before their start date if after January 18, 2022.

*Employees based on UAF’s Troth Yeddha’ (Fairbanks) campus, regardless of university affiliation and remote work status; Employees based in UAF research units outside Fairbanks (including Seward Marine Center, Kodiak Seafood and Marine Science Center, HAARP, Poker Flat, Lena Point, and Toolik Field Station); and Employees, regardless of their work location, paid by or directly working on impacted UAF federal contracts.

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 Standard Time
Applications close:

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