UAF College of Liberal Arts Dean's Office Coordinator
Classification:Administrative Specialist 2
Work type:On Campus, Staff Full-time
Administrative Unit:University of Alaska Fairbanks
School/Business unit:UAF College of Liberal Arts
Categories: Administrative/Personnel, Business/Accounting/Finance, Office/Clerical
The UAF College of Liberal Arts Dean's Office is seeking an Office Coordinator. Are you a person who is organized, enjoys working with a diverse group of individuals, and has amazing customer service skills? If so, consider joining our amazing team! This is a full-time (40 hours per week), 12-month position. Pay for this position starts at a Grade 78, minimum $23.84 hourly, DOE and comes 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.*** This recruitment is open internally to current UA employees or those otherwise eligible to apply to internal postings. ***
10Public Information and Event Coordination Support:
* Assist CLA’s Public Information Officer (PIO) as needed.
* Create, monitor, maintain, and update as necessary all department directories, listservs, and websites to ensure proper and up to date information regarding program, faculty, and staff.
* Help maintain CLA department websites in coordination with department administrative assistants, and CLA PIO.
* Work with the CLA faculty and staff to prepare and execute special events, visits, and meetings (e.g., schedule planning meetings, coordinate the use of facilities, services, catering, and equipment).Essential
15Faculty Services Support:
* Assist CLA’s Executive Officer with the faculty management processes (e.g., workloads, annual activities report, annual evaluations, promotion and tenure, student course evaluations).
* Coordinate and oversee faculty file maintenance, digitizing, and appropriate dissemination, as needed.
* Assist CLA’s Executive Officer with tracking and processing MOUs, MOAs, and Articulation Agreements.
* Coordinate and manage elections and provide assistance to relevant election committees (e.g., Faculty Senate, Curriculum Council, Department chairs).
* Coordinate the download and dissemination of student course evaluations (e.g., BLUE reports) each semester.Essential
25Academic Program Support:
* Assist students with general academic program questions and provide appropriate referrals.
* Process academic paperwork (e.g., petitions, change of grade, grade appeals)
* Serves as back up to Department Administrative Assistants (particularly when department administrative assistants are absent or off-contract during summer) on tasks that include, but are not limited to the following:
* Processing graduate admission recommendation forms (GARFs) which involve managing CLA's graduate application process in cooperation with department-level processes to monitor, review, track, and route paperwork appropriately; and coordinating with faculty reviewers to ensure successful completion of the admissions process which requires extensive use of OnBase and departmental databases.
* Assisting with course scheduling using CourseLeaf (CLSS) (e.g., submitting course schedule additions and changes.
* Submitting course catalog changes as needed at request of CLA Dean and/or Department Chairs.Essential
25Office Management, Administrative and Human Resources Support:
Reception & Point of Contact
* First point of contact for persons contacting (phone calls, voicemails, emails) and visiting the CLA Dean’s Office – as the main front counter contact for students, staff, faculty, and general public.
* Provide a positive public impression of the Dean's Office – assuring that a friendly, informative and helpful attitude is directed toward all students, staff, faculty, and general public.
* Direct inquiries as appropriate, initiate correspondence, take appropriate action and follow through. Respond to a variety of general questions; making appropriate referrals as needed.
* Apprise Dean’s Office personnel of emerging issues
* Serve as key liaison for the Dean’s Office with CLA department/programs, UAF departments, students, staff, faculty, and general public.
Administration and Office Management
* Responsible for the day-to-day administrative operations of the Dean’s Office.
* Manage unpredictable range of daily activities involving Dean’s Office personnel, faculty, staff, students and the general public; using discretion, analytical and problem-solving skills, and resourcefulness..
* Provide front counter support through administrative tasks (e.g., answering phone, voicemails, and emails, scheduling appointments)
* Manage extensive written, electronic, and oral communication for the Dean’s Office (e.g., typing, filing, faxing, sorting, distributing mail, copying/digitizing documents).
* Review, draft, and edit correspondence and documents as appropriate.
* Monitor, order, and maintain inventory of equipment and office supplies (e.g., computers, computer accessories, paper, toner, pens/pencils, project-related supplies).
* Assist CLA Dean with maintaining calendar, scheduling appointments, managing flow of documents requiring attention/review/signature
* Schedule meetings, and as needed, prepare and disseminate meeting materials, and record and transcribe meeting proceedings for proper dissemination and archival.
* Provide complex administrative support for Dean’s Office personnel including special projects, report generation, and statistical gathering. Track projects ensuring deadlines are met and necessary action occurs.
* Serve as backup to CLA departments needing administrative support (particularly when department administrative assistants are absent or off-contract during summer).
* Participate in staff development and training sessions to maintain and further develop knowledge and skills pertaining to position and university practices/procedures.
Human Resources Support:
* Assist CLA’s HR Coordinator with hiring student workers, adjunct faculty, and graduate teaching and research assistants.
* Serve as backup to HR Coordinator with new hires, absences, and payroll verification via PHAHOUR
* Provide support to new CLA employees (e.g., ensuring access to email, phone, keys, office space).
* Participate in HR training sessions to maintain and further develop knowledge and skills pertaining to position and university practices/procedures.Essential
25Procurement / Fiscal Assistance:
* Apply for ProCard and complete all related training.
* Make purchases with the ProCard and Banner system (as appropriate), submitting all required backup for each procurement mechanism.
* Reconcile ProCard purchases in the JP Morgan system (PaymentNet) on a weekly basis, assigning the proper account codes and uploading all required documentation in PaymentNet..
* Receive and verify incoming purchases against requisitions, checking for accuracy, and disperse to the end-user(s).
* Prepare cost transfers as needed to correct any errors discovered during verification of purchases..
* Serve as back up to department administrative assistants (particularly when department administrative assistants are absent or off-contract during summer) for purchasing and pro-card reconciliation.
* Assist CLA Fiscal Manager (serving as back up) with fiscal duties as needed (e.g. processing of journal vouchers (JVs), deposits).Essential
*** This recruitment is open internally to current UA employees or those otherwise eligible to apply to internal postings. ***
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.
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.
CLA is one of the largest academic units in UAF with a vibrant array of disciplines; everything that falls under arts, languages, social sciences, and humanities is included. CLA offers 41 degrees from 17 programs.
Founded in 1917, the University of Alaska Fairbanks is the flagship campus of the University of Alaska System with a diverse student body and desirable faculty-student ratios, and is a Land Grant, Sea Grant, and Space Grant institution. UAF is situated in a beautiful rural northern setting and is accredited by the Northwest Commission of Colleges and Universities
The Office Coordinator is the main point of contact for the College of Liberal Arts Dean’s Office at the University of Alaska Fairbanks. The position is responsible for CLA Dean's office coordination, graduate paperwork, academic paperwork, and event coordination. The successful candidate will work as a team member with the Dean's Office staff under the direction of the Executive Officer. The College of Liberal Arts includes the following departments and programs: Anthropology, Arctic and Northern Studies, Art, Communication and Journalism, English, Foreign Languages and Literatures, History, Justice, Linguistics, Music, Philosophy and Humanities, Political Science, Psychology, Social Work, Theatre and Film, and Women, Gender & Sexuality Studies.
Knowledge, skills, and abilities include, but are not limited to:
Knowledge of the program requirements, content, curriculum, UAF / UA BOR policies and procedures.
Knowledge of UA BOR regulations and policies regarding: purchasing, procurement, and recruitment / hiring of temporary and benefited employees (students, staff, and faculty).
Experience using Microsoft Word, Excel, and Google applications. Experience using or ability to learn Banner and knowledge of general accounting principles.
Superior organizational, time management, and interpersonal communication skills.
Excellent public relations and diplomacy skills.
Dependable, conscientious attendance and punctuality.
Ability to prioritize workload; work under intermittent supervision to meet deadlines;
Must remain flexible; interact positively with a wide variety of personalities; exhibit initiative, tact, discretion, and confidentiality; have a friendly and helpful approach to assisting students and the public.
Proficiency in operating various office machines and software, including scanners, fax machines, and copiers; an understanding of office management and procedures.
Experience drafting and editing documents.
Experience with event coordination.
Required education and experience:
The successful applicant must have an Associate’s degree and two years progressively responsible experience related to the program specialty, or an equivalent combination of training and experience. Work experience in clerical/administrative or customer service positions. Experience with advanced computer programs and operations.
To ensure consideration, please apply prior to August 4, 2022 11:55 PM Alaska Standard Time. An initial review will begin August 5, 2022.
Please include the following documents with your application:
1. Cover letter
3. Names and contact information, to include email addresses, for three professional references
Applicants may be assigned testing relevant to the position.
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
The successful applicant is required to complete a background check. Any offer of employment is contingent on the background check.
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.
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.
If you have any questions regarding this position, please contact University of Alaska HR at 907-450-8200.
Advertised: Alaskan Daylight Time
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