Office Manager and Media Outreach Coordinator

Apply now Job no: 516036
Classification:Administrative Generalist 4
Grade:Grade 77
Work type:Staff Full-time
Administrative Unit:University of Alaska Fairbanks
School/Business unit:UAF College of Nat Science & Math
Location: Fairbanks
Categories: Administrative/Personnel, Communications/Public Relations/Marketing, Office/Clerical

Position Summary:

The UAF School of Education is looking for an energetic team member to join us as an Office Manager and Media Outreach Coordinator. This full time, benefited job will serve as the first point of contact for the School of Education and coordinate our outward-facing communications and social media outreach. Are you someone who likes variety in their work? Are you detail oriented and interested in being a generalist rather than a specialist? Are you savvy with Instagram, Facebook and Twitter? We’d love to have you on board. Please submit two recent letters of recommendation, a position-specific cover letter, and an updated resume.

Duties:

10Meeting and event coordination: Arrange and calendar SOE meetings, organize monthly support staff meetings, take notes and file minutes from SOE meetings. Arrange special conferences and meetings with university or community partners. Reserve space, services and equipment, arrange catering and pay for items. Negotiate with vendors to secure the best contract terms possible. Supervise special events to ensure positive outcomes. Process appropriate paperwork associated with the event.Essential
10Purchasing, fiscal and human resources support functions: Reconcile ProCards for SOE personnel. Monitor and maintain inventory of office supplies. Research best possible price and shipping to purchase supplies and equipment. Prepare purchase requisitions. Receive and verify receipt of all goods and services against SOE internal requisition form, packing slips and invoices. Maintain copy pool logs, paper and toner logs. Maintain soft ledger of school discretionary funds and work with fiscal officer to maintain accounts. Provide logistical support and coordination for search committees or recruitment processes. Assist HR tech with paperwork for personnel actions including new hires, terminations, and promotions. Conduct recruitment for student employees. Assist with the preparation of contracts for adjunct faculty and input Google sheet with relevant information to populate job forms and contract letters.Essential
10Records and facility management: Create and maintain filing system for documents, prioritizing digital storage. Documents may include, but are not limited to student records, faculty working files, personnel files, inventory, budget and finance, purchasing, ProCard and corporate credit card purchases. Understand university records retention and follow through on proper storage and handling of confidential records and arrangement for proper disposal of paper files no longer needed. Maintain confidential files. Monitor office and work space needs for SOE personnel. Report building maintenance problems, submit EWORFs and monitor follow up. Assist staff and faculty with furniture acquisition, repair and maintenance. Authorized to issue key requests to faculty, staff and students within the school; serve as floor coordinator for space or building issues. Manage school property, track school inventory, process property forms as needed.Essential
30Media outreach coordinator: Write news releases and outreach materials. Edit and evaluate outreach and media content (including program flyers) for accuracy, consistency and clarity for publication. Assist in maintaining, designing and developing web pages for SOE programs. Perform graphic design and photographic services, and maintain a repository of appropriate photo and video material representing the SOE. Maintain SOE social media accounts and create and post new outreach material at least monthly. Independently create and develop original material to support marking and outreach of SOE programs.Essential
35Department Management and Administrative Support: This employee is the central administrative manager in the School of Education and serves as the main point of contact between SOE personnel, the Director’s office, and internal/external constituencies. Provides comprehensive and complex administrative support to the director of the School of Education as well as to SOE personnel. Load documents such as faculty workloads and MOUs into DocuSign and route for signature or save to Google sites and/or central drives. Occupy SOE Office Manager office and meet walk-ins, faculty, students, visitors and provide information and guidance. Handle incoming and outgoing mail, delivery people, telephone calls, department emails and listservs, disburse office and teaching supplies, maintain office calendar, listen and respond to complaints and try to resolve. Respond to requests for information. Manage lists and rosters for SOE departments, boards or committees and ensure SOE personnel directory is up to date. Serve on department, college and university committees as needed. Communicate concerns and make suggestions for improvements on processes and training. Participate in staff development and attend training sessions to upgrade and maintain currency in job skills and university practices/procedures. Create and maintain positive and professional relationships with other UAF personnel inside and external to the School of Education. Compose correspondence using standard business format regarding a variety of issues. Prepare correspondence and documents for others’ signature. Properly handle confidential papers and forms. Supervise student employees.Essential
5Academic program support: Coordinate submission and approval of Special Topics courses by working in collaboration with faculty to properly process forms, obtain approvals, maintain logs, prepare correspondence, and maintain spreadsheet/data regarding courses. This task requires collaborative work with various stakeholders both within and outside UAF. Troubleshoot issues with student fees, CRNs, and instructor approvals for Special Topics courses. Coordinate and organize all SOE course syllabi in accordance with UAF accreditation standards. Maintain central digital repository of course syllabi. Assist SOE faculty with textbook adoptions as needed, and research and order textbook desk copies for faculty.Essential

KNOWLEDGE/SKILLS/ABILITIES:

This position is service oriented and requires excellent communication, customer service, interpersonal, and organizational skills. Ability to multi-task in a timely manner. Ability to establish and maintain effective working relationships with individuals and groups and to work successfully as a member of a team. Ability to maintain confidentiality. Ability to supervise student workers. Ability to interpret and apply complex policies, rules, and regulations and to follow applicable policies, rules, regulations and ethical practices. Ability to exercise sound judgment, to analyze situations and make decisions.

Must be competent in the use of computer operations such as word processing, spreadsheets and databases. Proficiency in Microsoft Office and Google Suite essential (including Drive, Docs, Sheets, Forms). Ability to work with digital tools such as Banner, Doodle, and DocuSign.

Ability to write clearly and accurately, spell and punctuate properly. Prefer someone with knowledge of communications best practices. Knowledge of techniques and industry standards relevant to position for writing, editing, formatting, composing and producing written, Web, graphic, photographic and audio-visual materials for news, public information/outreach and marketing/advertising. Knowledge of one or more of the following computer operations: graphic, photographic, desktop publishing software. Ability to design print and multimedia material.

TYPICAL EXPERIENCE:

One to three years progressively responsible office/administrative experience, or an equivalent combination of training and experience. At least one year experience in communications work

REQUIRED EDUCATION OR TRAINING:

High School graduation; Bachelor’s degree in Public Relations, Journalism, Communications or relevant field, preferred.

INSTRUCTIONS TO APPLICANTS:

To ensure consideration, please apply prior to November 30th, 2020, 11:55pm Alaska Standard Time. Review of applications will begin December 1, 2020. Please include:

     1) Resume or curriculum vitae

     2) Letter of interest (cover letter)

     3) Names and contact information of three professional references

Please direct questions regarding this recruitment to Valerie Rickards, CNSM/SOE Human Resources Coordinator, at vsrickards@alaska.edu, or 907-474-6714.

This is a full-time, Grade 77, minimum $21.81 hourly, DOE, 12-month position complete with a competitive salary and UA employee benefits package.

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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