Administrative Assistant

Apply now Job no: 516287
Classification:Administrative Generalist 4
Grade:Grade 77
Work type:Staff Full-time
Administrative Unit:UofA Enterprise Entities
School/Business unit:EE UA Foundation
Location: Anchorage
Categories: Administrative/Personnel, Business/Accounting/Finance, Development/Alumni Affairs, Office/Clerical

Position Summary:

The University of Alaska Foundation is seeking a full-time Administrative Assistant in its Anchorage office to provide comprehensive support for staff working in both the Anchorage and Fairbanks offices. The University of Alaska Foundation acts as a service center to all three Universities (Fairbanks, Anchorage and Juneau) supporting fundraising activities of University Development Offices. The mission of the University of Alaska Foundation is to seek, secure and steward philanthropic support to build excellence at the University of Alaska. A legally separate organization from the University of Alaska, the Foundation is governed by a volunteer board and is managed by a President who also serves as the University's Chief Development Officer and an Executive Director/Associate VP for Development (ED/AVPD).

Duties:

10%Communications Provides support to the Donor Relations and Development teams at the UA Foundation, including for fundraising campaigns. Under general direction of donor relations and development staff, support the development of communications for website, printed materials, social media and other methods of delivery. Support the creation of reports, presentations and responses to requests for information. May lead employees or contractors on communication projects.Essential
30%Fundraising Campaign Coordination Provide support to the Associate Vice President for Development in implementation of the UA comprehensive fundraising campaign. Create documents for internal and external presentations. Track complex tasks and progress toward goals using a variety of digital tools. Assess methods to improve effectiveness and efficiency of communications and projects. Act as liaison with universities related to campaign tasks and goals. Manages university-related meetings for the campaign at the Foundation. Manages the development, preparation, and distribution of agendas and meeting materials. Provides staff support for campaign meetings. Drafts and edits meeting minutes. Manages communications including announcements, meeting notifications, and dissemination of information to cross-campus and external committees. May work with consultants and/or volunteers in managing tasks and committees, requiring a high degree of discretion and confidentiality.Essential
5%Perform other duties as assigned.Essential
55%Administrative Office Support Provides comprehensive assistance to the Foundation staff, primarily in the Anchorage office and occasionally in the Fairbanks office. The Administrative Assistant performs a variety of specialized complex clerical work requiring independence, judgment, reliability, professional demeanor, and initiative involving a wide range of tasks including but not limited to: Office Support: Tracks and schedules appointments and meetings, including reserving facility and arranging audio/video support. Responds to information requests and takes appropriate actions as each situation demands. Independently composes emails, memos, and other correspondence using standard business format regarding a variety of both simple and complex issues. Properly handles confidential papers and forms. Organizes and maintains complex filing and archival system. Troubleshoots and resolves problems that may arise during day-to-day office operations. Represents the department in matters as authorized. Responsible for maintaining inventory of all office equipment and supplies; ensures all office equipment is in working order and annual maintenance is completed; orders supplies and equipment to support offices. Arranges, attends and participates in staff meetings, trainings, and special events including community outreach. Manages university-related meetings for the development team at the Foundation. Manages the development, preparation, and distribution of agendas and meeting materials. Provides staff support for meetings. Drafts and edits meeting minutes. Manages communications including announcements, meeting notifications, and dissemination of information to cross-campus committees. Travel Coordination: Provides assistance to staff in accessing and using the Concur travel system. Understands Concur, assists staff in accessing training, and provides backup support as needed for travel requests and approvals. Event Coordination: Coordinates activities and events with internal and external constituents. Arranges special conferences and meetings. Coordinates necessary facilities, services, equipment, and catering. May supervise/attend special events/meetings to ensure positive outcome. Troubleshoots and resolves special situations that arise during events. Backup for Executive Assistant/Board Coordinator: Assists the Board Coordinator/Executive Assistant in providing high level administrative support for the UA Foundation President, AVP for Development, Board of Trustees and its committees including preparation and distribution of agendas, notices, minutes, resolutions and other participant materials to meeting attendees. Responsible for fiscal related functions of the office including computer data entry, purchase requisitions, BANNER purchasing, check reimbursement requests, and representational allowances. Processes all direct pays through BANNER. Ensure that office supplies are adequate to meet department needs and process purchases of supplies and equipment via ProCard, reconcile ProCard. Acts as liaison with UAF Procurement and tracks and manages all purchasing requests for UA Foundation including for publications, fundraising materials, services and equipment. Processes requisitions, encumbrances, BANNER entries, and purchase orders. Responsible for the receipt, and proper documentation of all budgetary commitments for purchased items and services. Serves as the main point of contact at the Foundation for obtaining quotes and subsequent contracts for services. Processes bills for payment to vendors. Acts as a liaison between the Foundation and vendors. Authorizes office purchases. Prepares selected journal vouchers for Foundation staff.Essential

The Administrative Assistant performs a wide variety of administrative functions requiring independence, judgment, reliability and initiative involving a wide range of tasks including, but not limited to: tracking critical email to ensure a timely response; following-up on delegated tasks; coordinating meetings and conference calls; travel and meeting logistics; assisting with the hiring process; procurement: ensure that office supplies are adequate to meet department needs and process purchases of supplies and equipment via ProCard, reconcile ProCard, act at liaison with UAF Procurement department; proofreading; drafting memos and thank you notes; managing contacts and creating and maintain positive and professional relationships with Foundation and university staff as well as the general public.

Knowledge, Skills & Abilities:

Ability to represent the university with the highest degree of professionalism and service to all donors and friends in daily work and at university sponsored and non-sponsored events. Previous experience working at the university, preferred.
Demonstrated proficiency in the use of common office software, including Microsoft Office Suite (Word, Excel, Access, PowerPoint, Outlook) is required.
Exercises confidentiality, a strong sense of intuition/judgement, and a high-level of professionalism at all times.
Excellent communication skills; ability interact professionally and maintain positive relationships with a wide spectrum of individuals at various leadership levels internally and externally.
Ability to analyze situations and solve problems independently.
Ability to coordinate events.
Ability to create reports for management using data gathered from various sources.
Highly skilled at internet research.
In depth budget and fiscal skills. Experience working with financial systems.
Effectively function and coordinate within a university organizational structure. Serve as a program point of contact for academic and campus colleagues.
Strong organizational skills.
Ability to work independently completing duties, as well as collaboratively and creatively in support of larger team efforts.
Ability to take the lead in creating/compiling/designing top-tier communications and other high-level documents.
Ability to multi-task and prioritize, managing multiple projects and shifting priorities in a deadline-driven environment.
Proficiently work with databases. Experience using Raiser's Edge and Tableau preferred.
Experience using management tracking systems and software preferred.
Investigate, analyze, and synthesize large quantities of data into user-friendly and concise formats for Campaign program needs.
Understanding of how the university’s mission and values are reflected in position responsibilities.
Ability to supervise and lead student employees
Ability to effectively work with ad hoc groups of staff, academic partners, campus colleagues and volunteers to achieve goals.

Experience:

Three years of office/administrative experience or an equivalent combination of education, training and experience.

Required Education or Training:

High school graduate. Three years of office/administrative experience or an equivalent combination of education, training and experience. Bachelor's degree preferred. Demonstrated excellence in supporting executives or higher-level management. Demonstrated experience/advanced proficiency with Microsoft Office Suite and/or UA systems including: OUTLOOK, Banner, Raisers Edge, Word, Excel, Access, PowerPoint, Publisher, Google Suite.

To Apply:

Please submit a cover letter, resume and three (3) professional references.  To ensure consideration for this position, please apply by 11:59 p.m. on Sunday, February 28th 2021. The first application review will occur on March 1st, 2021.

Type of Employment:

This is a full-time, non-exempt (hourly), 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.

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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