Administrative Specialist

Apply now Job no: 513937
Classification:Administrative Specialist 3
Grade:Grade 79
Work type:Staff Full-time
Administrative Unit:University of Alaska Anchorage
School/Business unit:UAA Coll of Bus & Public Policy
Location: Anchorage
Categories: Business/Accounting/Finance

Position Summary:

UAA's College of Business and Public Policy is accepting applicants for a Professional Administrative Specialist position.

Duties:

15%Accreditation Specialist: Serve as the key resource on all College accreditation activities. For example, compile and organize report data from various sources (e.g. Digital Measures, Institutional Research, EAB). Collect any and all documentation necessary for accreditation (e.g. intellectual contributions, assessment and assurance of learning data). Coordinate college assessment and accreditation activities in relation to University NWCCU activities to include leading faculty support professionals in relation to this project. Provide assistance in report preparation to include writing, editing, and putting together documentation in paper and electronic formats. Coordinate site visitor events and visits. Duties to include gathering, analyzing and compiling information to: communicate with peers from partner organizations/institutions, preparing presentations, reports, schedules, itineraries, agendas and promotional materials; making hotel and travel arrangements; catering; preparing workspace and supporting documents; and other related duties.Essential
25Advancement Specialist: Principal coordinator for the planning, organization, and implementation of advancement initiatives. This includes leading work teams, coordinating with the university stakeholders, college development officer and communication specialist on advancement projects. Develop, maintain, and update accurate and current data of advancement stakeholders (e.g. alumni, students, campus recruiters, and community). Compile and analyze information, edit, proofread and check for accuracy in collaboration with the college advancement team. Use of desktop publishing software to design and format publications for internal and external audiences. Lead and exercise judgment in requests for Deans’ events and outreach activities.Essential
25Internal Human Resource Coordinator/Cost Center Specialist: Manage time sheet process (paper & online) for all staff, faculty, and student workers and problem solves issues. Process online terminations and pull turnaround documents. Process student EPAF/job forms, appointment letters, and hiring paperwork (to include a tracking spreadsheet). Track and oversee process for FERPA certification for staff and students. Update and create new postings through MyUA. Organize, and follow-through on current active recruitments' which include: adjunct, student and faculty recruitment pools. Provide assistance with hiring paperwork process.Essential
35Executive Specialist: Maintain appointment calendar for Deans, including prioritizing meeting requests, and redirecting requests to appropriate departments. Collect, schedule and coordinate daily commitments and activities while maintaining a strategic view of the Deans’ calendars, time commitments, and availability. Collect and coordinate supporting materials for Deans’ meetings and activities. Use professional judgment and be proactive in the collection and analysis of relevant materials to prepare the Deans for meetings. Contribute to office efficiency and process improvements such as shifting to electronic documents and procedures to support activities. Support committees and meetings related to Deans responsibilities. Typical responsibilities include scheduling, arranging logistics, assisting in agenda preparation and gathering of meeting materials, set up and break down, making audio-visual arrangements, recording and distributing minutes, follow-up on action items, and organizing and maintaining related files. Gather and disseminate information for the college SharePoint site for all meetings and accreditation responsibilities to ensure data is current and comprehensive.Essential

Summary:

The College of Business and Public Policy (CBPP) provides an educational experience uniquely positioned for meeting the needs of professions locally in Alaska and beyond globally. Alaska’s geography, location, diverse communities, and abundant natural resources are differentiators and provide opportunities to enhance learning in ways that contribute to the public good.

The Dean’s office is seeking a motivated professional that possesses outstanding organization, administrative and communication skills. The Dean of the CBPP is responsible for all programs, curriculum, accreditation, students, college partnerships and the coordination of community campus business programs and satellite campuses. This position primarily provides executive level assistance to the Dean and the Associate Dean as well as works regularly with all members of the college, campus community, and the external public on a variety of projects and assignments.

Knowledge/Skills/Abilities:

Program/project management and analytical skills:

  • Demonstrated critical thinking and ability to exercise good professional judgment in independently analyzing situations, problem solving, and making recommendations.
  • Ability to comprehend, interpret, and apply policies, regulations, and processes, and articulate them as appropriate for different audiences.
  • Demonstrated ability to complete assigned short- and long-term projects through collaborative process with supervisor, including planning for the accomplishment of stated goals, prioritizing activities, tracking and reporting progress on projects, and making midterm adjustments as priorities shift.
  • Experience gathering, categorizing, and presenting information from multiple sources to support the investigation of specific issues.
  • Demonstrated skills in proofreading and attention to detail.

Communication/interpersonal skills:

  • Skilled in providing excellent customer service. Demonstrated effective written and oral communication with a variety of audiences, such as students (or clients), faculty and staff (or colleagues), administrators (or executives), and external agencies.
  • Demonstrated ability to establish and maintain effective working relationships with individuals and groups and to collaborate and work effectively as a team member.

Complexity:

  • Experience working within a complex organization. Demonstrated ability to work effectively in a rapidly-changing, fast-paced professional environment with regular interruptions.

Office operations skills:

  • Experience working in an environment that required exercise of discretion, independent judgment, and confidentiality.
  • Excellent computer skills and proficiency with office productivity and publishing software, to include advanced skills in MS Excel, Word, PowerPoint, and Adobe Publisher.
  • Ability to learn new software systems (e.g. Digital Measures).
  • Ability to establish and maintain files and record-keeping systems.

Preferred:

  • Experience using Banner and other University of Alaska-adopted software.

Required Experience:

  • Minimum of three years of progressively responsible office/administrative experience for a fast-paced, multi-faceted professional office environment serving a medium to large organization, including administrative support functions.
  • Experience working in an executive office.
  • Strong analytical skills.
  • Demonstrated knowledge and ability to apply rules and regulations.
  • Ability to collect, analyze and interpret data.

Typical Education or Training:

Three years of college course work and three years progressively responsible experience related to the program specialty, or an equivalent combination of training and experience, which demonstrate abilities in written and verbal communication, critical thinking, organizational skills, basic computation skills and general knowledge of workplace organization and human interactions.

Preferred: A baccalaureate degree.

Position Details:

This is a full-time, regular, exempt (salaried), benefits eligible 12 months per year position.

Compensation: Grade 79, $2,065.60 bi-weekly minimum with a generous benefits package and other perks.

Instructions to Applicants:

To apply for this position, applicants must upload the following documents to their online completed application:

  • Comprehensive cover letter addressing the candidate’s experiences and qualifications as they relate to the position
  • Resume or CV
  • Names, titles, and contact information for three professional references, including a current or former supervisor

Review Date: A review of completed applications will begin November 18, 2019, and continue until this recruitment is closed.  In order to have full consideration, it is recommended you apply prior to the review date. We look forward to your application.

 

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NOTICES:

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.

Background Check:

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

Affirmative Action Statement:

UA is an AA/EO employer and educational institution and prohibits illegal discrimination against any individual: www.alaska.edu/nondiscrimination

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 is a Drug Free Workplace

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.

Training Policy:

It is the policy of the University of Alaska that all employees are required to attend training to meet the requirements of the positions they hold and to complete the required training within a specified period of time to remain employed at 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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