Scheduling & Event Services Administrative Assistant (Full-time temp)

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  • Job Number:519602
  • Classification:Temporary Clerical
  • Grade:Temporary Staff Grade 77
  • Work type:Temporary
  • Administrative Unit:University of Alaska Fairbanks
  • School/Business unit:UAF Student Services
  • Location:Fairbanks
  • Categories: Recreation/Event, Office/Clerical

Position Summary:

The Center for Student Engagement and the Wood Center is searching for a new member to add to its team! The University is adopting a centralized scheduling model that will be housed in the student union and this role will help facilitate this new and exciting change! This position will report to the Event Services Coordinator and will assist in scheduling events on campus, the stewardship of our new scheduling system, 25Live, and helping maintain a centralized scheduling office.

Duties:

100Event Scheduling: Responsible for the proper stewardship of the new campus scheduling software, 25Live, including software administration and training of other departments to utilize 25Live properly. Act as liaison between University and 25Live Support to address and resolve any issues that may arise with the software. This position is responsible for aiding in reserving all space in the student union, and the majority of campus rooms and outdoor space for all non-academic events. Serve as one of the administrators for UAF’s scheduling software 25Live and be directly involved in training and troubleshooting, testing, setting up new users, and upgrades. Facilitate logistical and technical services for University affiliates and community members with regard to the scheduling of reservable campus spaces. Interpret and follow UA Policies, and state/local policies/laws in regards to event management, safety, accounting, and assembly. Advise clients on the elements of successful event planning and act as an expert resource for general information, event requirements, university regulations, and federal laws (e.g., ADA) concerning the use of University facilities. Budget & Management Help facilitate the revenue process for the different departments that have their space on 25 Live. Prepare correspondence and billing for events and equipment rentals; provide quotes based upon proposed event needs; keep accurate records to assist in preparing monthly management reports. Summarize and compile information for reports and yearly budget planning. Assist in the planning for yearly budgets, including revenue and cost projections.Essential

KNOWLEDGE/SKILLS/ABILITIES:

Must have knowledge and experience in the following:

  • Event planning
  • Budget planning and management
  • Retail/customer services & management experiences
  • Knowledge of software administration is preferred
  • Must be a proactive problem solver
  • Ability to communicate effectively both written and verbally

TYPICAL EXPERIENCE:

  • At least two-three years of office/administrative experience as it relates to scheduling and/or event planning, and project management to include set up design, billings, and evaluations, and experience in a position where multi-tasking was evident.
  • Experience in developing or providing training of new software.

REQUIRED EDUCATION OR TRAINING:

Two years of relevant experience, or an equivalent combination of training, education, and experience.

*To be eligible for this position, applicants must be legally authorized to work in the United States without restriction.  Applicants who now or may in the future require visa sponsorship to work in the United States are not eligible.

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 no later than six weeks from the new hire's start date.

*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 contract.

Applicant instructions:

Please attach a resume, cover letter, and the names and contact information (email and phone number) for three (3) professional references with your application.

Review Date:

This position is open until filled with the initial applications review taking place on June 03, 2022

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

At-Will:

Pursuant to Board of Regents’ Policy 04.01.055.B, temporary, extended temporary, adjunct, student, casual labor, regular new hire probationary employees and those positions designated by the president as officers and senior administrators of the university are employed at-will.

Background Check:

The successful applicant is required to complete a background check. Any offer of employment is contingent on the background check.

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: Alaskan Daylight Time

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