Student Activities Administrative Assistant

Apply now Job no: 516393
Classification:Administrative Generalist 4
Grade:Grade 77
Work type:Staff Full-time
Administrative Unit:University of Alaska Southeast
School/Business unit:Student Services
Location: Juneau
Categories: Administrative/Personnel, Business/Accounting/Finance, Human Resources, Office/Clerical, Student Affairs/Services

Position Summary:

The University of Alaska Southeast invites applications for the administrative assistant position in Student Activities and Student Government. We are seeking applicants who would thrive in a student-centered, high energy, positive work environment. The ideal applicant will possess strong interpersonal communication, customer service, and general office skills. The successful candidate would be supporting: student clubs and organizations; student government; student events and activities; and co-curricular student leadership programming. As part of the broader Campus Life team, the successful applicant will work in a highly collaborative and supportive environment with a focus on professional development.

Duties:

15Staff Supervision and Development Responsible for advertising, hiring, training, developing and evaluating student employees. Directly supervise Student Activities Board student employees (approx. 7). Maintain a productive atmosphere including implementing conflict resolution as necessary. Monitor social media presence and student contributions. Supervise student employees of student-run newspaper in conjunction with their Faculty advisor. Ensure that relationships with community partners are managed effectively. Responsible for training all student employees and elected officials on UA System policies and UAS policies. Schedule and develop on-boarding for student staff. Review student activities student employees’ work to ensure compliance. Attend meetings and sit in on related student committees as ex-officio in an advisory capacity. Apply responsible corrective action in complex situations.Essential
20Student Government Administrative Support Student Government and Student Organizations: Maintain financial records, verify reports, produce weekly reports of profit/loss, track income, expenses, and budget transactions for Student Government, Student clubs and Whalesong. Support student Government programming. Provide guidance to interested parties in the establishment and operations of student clubs and organizations. Provide technical assistance to advisors of Student Government and Student Organizations. Train student leaders in administrative and procedural best practices. Support the Student Engagement & Leadership manager in providing holistic student leadership training.Essential
30Administration Act as administrative assistant and cost center clerk for Student Activities and Student Government as well as clubs and student newspaper ‘Whalesong’. Act as EMSA administrative collaborator; attend monthly meetings and provide minutes and follow up when necessary. Process hiring and termination paperwork for student employees. Process various purchase documentation, contractual agreements, personnel documents, time sheets, requests for information, filing, deposits, ordering office supplies, picking up supplies off campus, providing receipts and compiling necessary documentation, and daily correspondence with other departments. Coordinate travel arrangements for Student Activities and Student Government/Club members. Lead Student Activities Board Desk attendants in administrative activities. Assist faculty, staff and general public with student involvement questions and/or refer to appropriate departments. Clerical production of weekly meeting minutes, correspondence, advertising flyers and reports. Monitoring all campus bulletin boards and removing outdated promotional materials. Web design and maintenance for Student Activities, Student Government, Clubs, and for student newspaper ‘Whalesong’. Issue, track, and ensure collection of keys and swipe access for all Student Activities Board employees. Ensure on-boarding and off-boarding tasks are completed for all student activities student staff. Ensure that FERPA regulations are being followed by all employees within Student Activities.Essential
35Student Activities & Engagement Under the supervision of the Student Engagement Manager and in collaboration with the Campus Life team, contribute to the overall success of the Student Engagement & Leadership and Campus Life missions. Collaborate with the broader Campus Life team on large scale events at least four times annually. Be responsible for the planning and implementation of at least one of these events. Attend monthly campus life meetings. Support the mission and strategic vision of the Student Engagement & Leadership services. Structure work around promoting student retention and student success. Focus on building supportive relationships with and between students, and assisting in the development of policies and programs committed to the educational and social development of students. Assist Student Engagement & Leadership Manager in student activity programming (which will include evening and weekend availability). Prepare entertainment contracts, publicity distribution, collection and deposit of moneys, venue requests, update event tracker checklist. Provide technical assistance to student leadership including the Student Activities Board. Serve as Student Activities Board Advisor, and support the Board by attending and any necessary follow up from the weekly meetings.Essential

KNOWLEDGE/SKILLS/ABILITIES:

Strong interpersonal communication, customer service, collaboration, self-motivation, and general office skills; Knowledge/Experience with collegiate student involvement (student government, clubs, events, activities, leadership); Understanding of responsible fiscal practices and general bookkeeping ; Ability to accurately record meeting minutes and data; Proficiency in Microsoft Office and Adobe software programs and general office technology; Ability to prioritize workloads and stay organized in a dynamic work environment ; Ability to develop and present training materials and reports in a professional manner; Ability to motivate and direct student employees/volunteers

Preferred Knowledge/Skills/Abilities: Familiarity with UA fiscal and purchasing policy/regulations and Banner software;

TYPICAL EXPERIENCE:

Two years office/administrative experience, or an equivalent combination of training and experience. Valid Alaska Drivers License.

Preferred experience:
Graphic and web development/design & participation in or experience with student government and/or student activities, clubs, and organizations.

REQUIRED EDUCATION OR TRAINING:

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

Bachelor's Degree preferred.

APPLICATION PROCESS:

This is a full-time (80 hours bi-weekly),11-month benefited position complete with a competitive salary and UA employee benefits package.

To apply for this position, please provide a cover letter, resume, and contact information for three professional references with your application.  Please submit your application no later than 3/14/2021 at 11:55 PM Alaska Time to ensure consideration.  The review of this posting will start on 3/15/2021. This posting will be closed once it is filled.

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.

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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