Program Support Specialist
Classification:Administrative Generalist 4
Work type:On Campus, Staff Full-time
Administrative Unit:University of Alaska Anchorage
School/Business unit:UAA College of Health
Categories: Administrative/Personnel, Business/Accounting/Finance, Office/Clerical
The School of Nursing is accepting applications for a Program Support Specialist position to assist with administrative functions and to provide support to faculty and students within the School of Nursing.
Maintain current and accurate assorted databases and file sets relative to management of educational programs. Maintain current and accurate student and program files and assorted file sets necessary for efficient retrieval of relative program data. Assist the School with scheduling spring, summer, and fall classes. Ensure timely and accurate submission of academic schedules and proofs. Coordinate schedule changes, cancellations, and additions. Schedule rooms for classes and meetings. Track and report enrollment and other program data. Provide general administrative support as required for the activities of advisory committee meetings. Assist with graduation/pinning activities such as preparing graduation certificates, invitations, etc. Order course textbooks in a timely manner. Track and verify prerequisite restrictions are completed before lifting departmental approval holds for course registration. Coordinate with the Registrar ‘s office to resolve discrepancies related to missing course information, classroom assignments, etc. Maintain department files for current information. Maintain an inventory of office, program and lab equipment and supplies, and recommend items for purchase. Receive or deliver materials and equipment. Cross-trained with other office personnel to provide coverage when others are out of the office. Develop, maintain and track complex program or student files.Essential
Conduct Banner, OnBase and UAOnline student research. Research curriculum and UAA curriculum website. Assist in scheduling and administration of professional development (CEUs) and contract training efforts. Administrative functions to include: mass e-mailing, document preparation, scanning, distribution of brochures, graduation certificates, initial student application processing, student surveys, processing of incoming and outgoing email, assist with special projects, and other administrative duties as assigned. Provide information for routine reports, directories, course support, org charts, etc. Provide logistical support and coordination for search committees or recruitment processes. Proofread typed materials for grammatical and typographical errors e.g., correspondence, reports, manuscripts, articles. Work with faculty to coordinate catalog updates or edits. Assist with special department and accreditation projects. Perform department inventory of office and technology supplies and equipment, and recommend items for purchase.Essential
First point of contact for students. Provide students with initial program information and direct students to appropriate faculty/departmental/advising resources. Respond to telephone, email and in-person inquiries about department and campus resources, program requirements, course availability, and enrollment and registration dates and processes. Support faculty advisors in processing student academic forms including add/drop, change of major, independent/directed study forms, overload petitions, program of study forms, etc., and ensure that forms are submitted by university deadlines. Track submitted forms for completion. Prioritize tasks and control the flow and distribution of correspondence related to instructional and student materials. Communicate student concerns to faculty. Create and maintain confidential student files and databases. Execute student registration overrides per faculty request. Assist students with background checks to ensure completion prior to practicum/externships placement.Essential
3-10OTHER DUTIES AS ASSIGNED.Essential
|Knowledge, Skills, Abilities:
- Ability to operate and troubleshoot office equipment.
- Strong interpersonal, customer service and public relations skills.
- Strong verbal, telephone, electronic and written communication skills, including grammar, punctuation and spelling.
- Ability to exercise discretion, confidentiality, and independent judgment.
- Ability to organize, file and track information.
- Ability to work independently and within a team.
- Ability to prioritize duties, multitask and adhere to deadlines.
- Ability to establish and maintain files and record keeping systems.
- Advanced experience with MS Office software such as Word and Excel, electronic databases, and file management systems.
- Extensive word processing, editing and data entry skills with attention to detail.
- Ability to learn new computer programs.
- Problem solving skills with the ability to analyze situations and resolve operational problems independently.
- Internet research skills.
- Strong organizational and time management skills with the ability to work independently and take initiative with little supervision.
- Ability to perform well under pressure.
- Ability to create reports for management using data gathered from various sources. Proficiency in Banner, OnBase and UA Online.
• Knowledge of Division programs
• Knowledge of UAA Policies and Procedures
|Preferred Experience & Education:
- Three years experience in administrative support role.
- Experience in general office procedures, practice and use of standard equipment.
- Experience in health care higher education
|Required Experience & Education:
High School graduation and three years progressively responsible office/administrative experience, or an equivalent combination of training and experience.
This is a full-time, 12-month, non-exempt staff position complete with both a competitive salary and full employee benefits package. New hires will be placed on the UA staff salary schedule, Grade 77, based on education and experience.
|Special Instructions to Applicants:
Please attach a resume, cover letter, and the names and contact information for three (3) professional references with your application.
Applications will be reviewed on a rolling basis until a successful candidate is identified.
Review of application materials will begin immediately. Search and selection procedures will be closed when a sufficient and viable number of qualified candidates have been identified.
Summary of School of Nursing:
As a partner in shaping health care in Alaska, the University of Alaska, School of Nursing (SON) educates students for current and future
roles in local, state, national, and worldwide arenas, as well as for productive citizenship, personal growth, and professional nursing
The SON offers undergraduate degrees of Associate of Applied Science (AAS) in nursing, Bachelor of Science (BSN) in nursing, RN- BS, as well as graduate-level nursing degrees in several specialty tracks: Family Nurse Practitioner, Psychiatric Mental Health Nurse Practitioner-Family and Nurse Leadership and Education.
*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.
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.
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.
Your application for employment with the University of Alaska is subject to public disclosure under the Alaska Public Records Act.
If you have any questions regarding this position, please contact Melody Starks at email@example.com.
Advertised: Alaskan Daylight Time
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