Administrative Assistant for Academic and Student Support

Apply now Job no: 515788
Classification:Administrative Generalist 3
Grade:Grade 76
Work type:Staff Full-time
Administrative Unit:University of Alaska Anchorage
School/Business unit:UAA College of Arts & Sciences
Location: Anchorage
Categories: Administrative/Personnel, Office/Clerical

Position Summary:

The College of Arts and Sciences is accepting applicants for an Academic & Student Support Administrative Assistant. This position is and is crucial to maintaining Academic and Student support for multiple departments in one or more divisions within the College of Arts and Sciences. The position will facilitate and participate in clerical functions in order to ensure the smooth organization and work flow in a team office setting.

Duties:

10Other Open, sort, and distribute mail. Troubleshoot general office equipment. Maintain key inventory. Order keys for faculty, staff, and students for assigned departments. Cross train with and serve as back up to other administrative staff in assigned departments/divisions. Regularly meet with other staff to discuss ongoing business and to alert other staff of potential issues in assigned departments/divisions pertaining to this position's duties. Perform other related duties incidental to the work described.Essential
30Student Support Be the first point of contact for assigned departments and/or divisions. Answer main telephone lines, screen calls, answer routine inquiries, and provide information or refer inquires to appropriate faculty, advising, or staff members. Assist students with locating faculty and services on campus. Disseminate information on CAS academic programs and services to perspective and current students. Provide necessary forms and information about academic policies and procedures. Track student-initiated paperwork. Enter course overrides in Banner. Communicate any course section changes or deletions made after registration has begun to affected students. Graduate Program Support: Collect, file, and track graduate student and mentor evaluations. Provide support and guidance to students submitting their theses to the graduate school. Prepare, collect, and track graduate paperwork from colloquiums to graduate school submission. Maintain, process, and submit student Graduate Studies Plans. Process and submit change of grade forms; Run student progress reports for the program coordinator to review.Essential
60Academic Program Support Course schedules: Provide administrative support to divisional associate deans and various department chairs during the semester schedule process. Receive final approved course offering plan from divisional associate deans and make changes on course schedules for fall, spring, and summer. Review information for inaccuracies and alert divisional associate deans and chairs to prevent class schedule errors that could potentially effect enrollment or a faculty member's workload. Proactively monitor classroom scheduling to ensure courses have a reserved meeting space to prevent the cancellation of courses. Collect information to complete room scheduling and prepare selected topic forms. Submit and track changes to the course schedule via class schedule forms. Provide information and keep faculty informed on book order processes. Records management: Maintain confidential faculty and student academic files and other department files. Collect, maintain and file course syllabi, faculty office hours, faculty contact information, and faculty initiated paperwork including grade changes, incomplete grade contracts, and independent and directed study contracts. Assist with the collection and collation of data for program review, accreditation, and other requested division or department reports as assigned.Essential

KNOWLEDGE/SKILLS/ABILITIES:

Excellent customer service skills including phone and in person. Effective written and oral communication skills. Ability to maintain confidentiality. Ability to operate and troubleshoot general office equipment. Ability to maintain and secure electronic and hard copy files and record keeping system. Intermediate computer program and spreadsheet skills, including experience with Word and Excel. Ability to follow directions given by supervisors or co-workers. Ability to file and track information. Strong organizational skills. Ability to effectively work as a team member. Ability to analyze situations and solve problems as a team member. Ability to prioritize duties and carry out multiple tasks in a timely manner. Ability to multi-task and prioritize projects.

TYPICAL EXPERIENCE:

High School graduation and two years office administrative experience or an equivalent combination of training and experience

REQUIRED EDUCATION OR TRAINING:

High School graduation and two years office administrative experience or an equivalent combination of training and experience.

This is a Term funded full-time, benefited position complete with a UA employee benefits package.  Grade 76/Step 1 $19.34 hr. 

Please attach the following documents to your application:

1.  Cover Memo detailing skill, experience and interest in position.

2.  Resume

3. Contact information for three professional references: phone number and email address.

*This is an open until filled recruitment with the initial application review taking place on October 26, 2020.  To ensure your application is considered in this initial round, apply by 11:55 pm on October 25, 2020, Alaska Standard Time.

Term Position:

This position is a term-funded position and is reviewed annually for contract renewal at the University's discretion.

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.

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.

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:

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