Program Assistant

Apply now Job no: 518127
Classification:Administrative Generalist 3
Grade:Grade 76
Work type:Staff Full-time
Administrative Unit:University of Alaska Anchorage
School/Business unit:UAA Office of the Provost
Location: Anchorage
Categories: Administrative/Personnel, Office/Clerical

Position Summary:

Seeking a Program Assistant for TRIO Upward Bound (UB).  This position is a full-time, grant funded 11-12 month position (depending on grant funds) on the University of Alaska Anchorage Campus.  Upward Bound is one of two TRIO Programs currently hosted by the University of Alaska Anchorage (UAA).  UB serves first-generation and low-income student populations in their preparation for and transition to postsecondary enrollment and completion. There are two UB grants serving 60 high school students each at Bartlett and West High Schools in grades 9 through 12.  The Program Assistant will be split between the two grants.


20Payroll and personnel: Conduct tracking activities and assist Upward Bound Coordinator with monthly, quarterly, and year-end follow up activities. Provide technical training and support to Upward Bound Staff in data entry (advising notes) and retrieval of information for quarterly time and effort reporting by staff. Monitor time sheet submission and approval routing. Prepare job forms and other hiring documents for new and continuing personnel. Review, post and monitor open positions; Initiate reference and background checks. Submit reimbursements, mileage reports and travel insurance purchases. Track employee training.Essential
20Student records: Run monthly, quarterly and annual reports with close adherence to federal reporting and to improve program services. Process applications for the Upward Bound program and create a record for each applicant in the Student Access database and the physical files. Verify eligibility and completeness of applicant data to determine if selection criteria have been met. Receive and process incoming student contacts and paperwork, including individual application materials, permission forms, advising notes and participation in program activities, transcripts, test results or correspondence. Enter contacts into the student database and maintain the database throughout the year. Update Upward Bound application annually and assist with tracking submissions. Print and mail necessary correspondence with families and other stakeholders. Maintain confidentiality of all student records.Essential
30Fiscal: Duties are performed under intermittent supervision; Compute, reconcile, adjust, review, audit and enter financial and statistical data to maintain accounting, budgeting, purchasing, travel (student and staff), participant stipends, payroll records, and reports; collect W9 documents and complete pay forms; utilize specialized software and databases to query and maintain data; interpret and apply more complex rules and procedures; apply problem solving, research, and analytical skills to systems; develop and maintain internal fiscal procedures; monitor accounts; summarize and compile data and information; budget operations, budget reconciliation, purchase, and travel requisitioning; record keeping, soft ledger entries. Produce price comparisons, track orders, and submit expense justifications and waiver requests. Submit and monitor contracts. Work closely with other fiscal departments on campus to ensure compliance and accuracy.Essential
30General support: Serve as clerical support to the Upward Bound program. Answer phones, take messages, disseminate information, screen calls, answer routine inquiries (or refer to appropriate staff members), monitor email, order and maintain inventory of program supplies, property and staff reporting documentation and assist in organizing office resources for efficiency in providing service to students. Assist Upward Bound Coordinator in event coordination (lunches, seminars, field trips). Oversee website maintenance and development; assist with creating marketing materials. Supervise/chaperone Upward Bound students at program events. Occasionally serve as an Upward Bound Coordinator during temporary staff absence. Assist with summer program by reserving space and organizing overall schedule, ordering and distributing meals, and tracking attendance. Be familiar with federal and institutional regulations.Essential

Under the supervision of the TRIO UB Project Director, the Program Assistant is responsible for maintaining essential office functions to ensure compliance with the U.S. Department of Education and the University of Alaska Anchorage policies and regulations. They will maintain all participant records, be responsible for fiscal monitoring and reporting, and will support staff in all other necessary areas.


This position requires the following:
- Administrative and coordination abilities
- Detail oriented and understanding of general accounting principles
- Experience planning events
- Strong interpersonal and customer service skills
- Ability to work as a team towards shared goals
- Excellent listening and communication skills, both verbal and written
- Demonstrated experience working with diverse student populations, specifically low-income and first generation high school students
- Advanced skills in Excel, Word, Google suite and Database platforms
- Excellent organizational skills and ability to work independently
- Ability to manage multiple projects
- Ability to manage complex budgets
- Enthusiasm and flexibility

Preferred Knowledge, Skills or Abilities
- Experience working in TRIO Programs and/or a background similar to that of the target population
- Experience working with high school and/or college students and their parents/families
- Experience working with grants
- Experience working with Banner
- Bilingual

Typical Experience:

Minimum 2 years of experience working in an office setting providing administrative support.

Required Education or Training:

Associate’s degree in Business, Accounting, Management, or related field. Bachelor degree preferred.
High School Graduation or equivalent.
Unrestricted Alaska Driver’s License or ability to obtain within 60 days of employment and a good driving record.


To be eligible for this position, applicants must be legally authorized for unrestricted employment in the United States. No work visas will be sponsored for this position.

This is a full-time, term-funded,  Grade 76, minimum $19.34/hr, 12-month position complete with a competitive salary and UA employee benefits package. This position is open until filled with the initial application review taking place on October 25, 2021. To ensure your application is considered, apply by 11:55 pm, October 24, 2021.  Applications received after this date may not be considered. A complete application will include a resume, cover letter, and contact information for three professional references.

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:

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 Daylight Time
Applications close:

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