Administrative Assistant

Apply now Job no: 515996
Classification:Administrative Generalist 4
Grade:Grade 77
Work type:Staff Full-time
Administrative Unit:University of Alaska Southeast
School/Business unit:Juneau Campus Deans
Location: Juneau
Categories: Administrative/Personnel, Business/Accounting/Finance, Office/Clerical

Position Summary:

Join the team of professionals who support the UAS mission as an Administrative Assistant in the Alaska College of Education.  Manage departmental travel, purchasing and assist program faculty, staff and program participants with student field placements. Successful candidates should be skilled in the basics of bookkeeping, be an effective communicator, well organized, able to work independently, and capable of tracking multiple tasks. The Alaska College of Education provides programs in initial and advanced teacher training, both on-campus and in distance delivered format. This position fulfills critical financial and office management duties for the Alaska College of Education which impact staff, faculty travel, vendor payments, and student field placements. A successful candidate must understand the importance of diplomacy, confidentiality, and apply the appropriate standards. This position plays an important role in communicating with other UAS offices in order to perform tasks at several levels. We strongly encourage women, minorities, individuals with disabilities, and veterans to apply.

Duties:

2020% of Time Program Support: Provide comprehensive administrative support to the Alaska College of Education programs: establish priorities, monitor academic deadlines, prepare correspondence for incoming and outgoing department materials. Maintain a high level of customer service to faculty and students. Provide directions and procedures to faculty and students. Act as an initial point of contact for the department and resource to provide information and assistance to faculty, staff, students and the general public. Answer general and specific inquiries daily pertaining to the department and programs.Essential
40Field Placements: Work directly with the Program Coordinators to coordinate and support multiple and complex field placements, practicum and internships for the Alaska College of Education. Work closely with school district contacts and be familiar with district policies. Provide principals with program and placement overviews. Support host teachers with placement information. Ensure student placement is in accordance with diversity expectations of the College. Work with students to complete required screening prior to placement. Provide additional support for urban and rural placements as needed. Work with chairs, leads, and program faculty to update and distribute practicum and Internship applications and handbooks. Communicate with faculty on a regular basis to provide feedback from partnership districts regarding students and/or teacher preparation programs. Inform and work with faculty to retain and admit students. Work with district and clinical faculty on the resolution of issues that occur during placements. Maintain field placement database for AKCOE in accordance with School and accreditation policies. Keep detailed records of all field placements. Actively work with districts to establish dynamic partnerships that support the integration of coursework and field placements for students. Complete partnership agreements with districts across the State of Alaska. Facilitate communication between faculty and partners. Maintain and expand partnerships through regular communication and attention. Assist the Dean’s office with special projects and reports related to field placements and partnerships as assigned.Essential
40Travel and Purchasing: Prepares documents and purchases airfare according to UAS regulations for all Alaska College of Education faculty, staff, and program participants. Track travel arrangements from initial planning and approvals through final payments, including preparation of travel expense reports. Work with the Travel desk to assure timely payments to vendors and personnel. Maintains travel files. Prepares all unit purchase documents for faculty, staff, and programs according to UAS regulations. Holds unit credit card and maintains accurate and up to date log of all purchases, balanced monthly. Responsible for correct coding and back up documentation for all purchases. Tracks purchases from requisition status, through approval processes to purchase order, to delivery of products or services, receiving invoices, approving for payment and verifying that a check has been issued. Maintains files of purchases. Prepares journal vouchers, reallocations, check requests, honoraria, and other financial documents. Provide advice and guidance to other administrative assistants who have limited purchasing and travel duties.Essential

Located in the ancestral homeland of the Tlingit, Haida and Tsimshian peoples, the University of Alaska Southeast (UAS) is fully committed to advancing the education and research aspirations of Indigenous peoples and is committed to ongoing work toward decolonization. These efforts are reflected in our UAS programs and formal community partnerships across our three campuses and throughout all of Southeast Alaska.

As a public, regional, comprehensive university, UAS is committed to building a culturally diverse and inclusive organization and strongly encourages women, minorities, individuals with disabilities, and veterans to apply. All interested persons should apply online. 

Required Education & Experience

  • High School diploma, or an equivalent combination of training and experience which demonstrates abilities in written and oral communication, critical thinking, organizational skills, basic computation skills, and general knowledge of workplace organizations and human interactions. A baccalaureate degree is preferred.
  • Three years progressively responsible office/administrative experience or an equivalent combination of training and experience.

Knowledge/Skills/Abilities

  • Ability to prioritize projects and work flow and make decisions using independent judgment.
  • Strong written and verbal communication skills.
  • Strong Customer Service Skills
  • Knowledge of accounting techniques/practices, and maintain meticulous files.
  • Proficient in Microsoft Word and Excel and experienced with databases.
  • Proficient in handling matters of a sensitive and confidential nature, exercises tact, diplomacy, sensitivity, and helpfulness when interacting with students and faculty from diverse cultural and socioeconomic backgrounds.
  • Ability to analyze questions and problems, and resolve, or refer to appropriate staff/office, and convey information effectively.
  • Familiarity with UAS programs and UA data management systems is preferred.  


This is a full-time, Grade 77, 12-month position complete with a full employee benefits package. This is an open until filled recruitment with the initial application review taking place on November 30, 2020. To ensure consideration, please submit an application by 11:55 PM Alaska Time on November 29, 2020. A complete application will include a resume, cover letter, and contact information for three professional references.

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.

Advertised: Alaskan Standard Time
Applications close:

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