TRiM Administrative Assistant

Apply now Job no: 518424
Classification:Administrative Generalist 4
Grade:Grade 77
Work type:Staff Part-time
Administrative Unit:University of Alaska Fairbanks
School/Business unit:UAF Institute of Arctic Biology
Location: Fairbanks
Categories: Administrative/Personnel, Business/Accounting/Finance, Office/Clerical

Position Summary:

The Center for Transformative Research in Metabolism (TRiM), under the umbrella of the Institute of Arctic Biology, seeks an Administrative Assistant. If you are highly motivated, excited about research, enjoy diversified work responsibilities, the opportunity to learn new skills, and want to work with a dynamic team of professionals, please apply.

Duties:

15Procurement Purchases equipment, inventory, services, and supplies for TRiM personnel using a Procard or purchase order. Tracks invoices, payments (up to Procard limits), coordinates all purchases/expenditures with TRiM grants coordinators, and assists with Procard reconciliation weekly/monthly.Essential
15Travel Support Coordinates travel and accommodation arrangements for TRiM personnel, External Advisory Committee members, and visiting scientists using UA’s Shared Travel Services (STS). This may include Passport and Visa requirements for international travel. Prepares and submits travel authorizations, travel claims, expense reports, reimbursement requests, and coordinates with STS to close-out travel for TRiM personnel and affiliates. Follows UA travel policies procedures as well as the Federal Government policies and procedures. Advise if further authorization, budget or additional information is necessary. Maintain TA/TERs in travel file for all TRiM travel documents. Maintain an accessible travel log to TRiM Administrative team that contains real time up to date travel information. Travel Consulting: Serve as primary contact for TRiM travel. Advise TRiM staff with any questions or concerns on travel policy, procedures or paperwork submission and help work out complex problems as a team or independently as necessary. Stay informed on changes to per diem rates and changing policies. Communicate changes to travel policies and procedures to TRiM employees during consultation. Provide new employees with overview of travel procedures prior to initial trip.Essential
20Grants Management and Program Reporting Works closely with the Director and Program Coordinator, and others, to complete reports and proposals by established deadlines. Performs data input, data retrieval, structured and ad hoc inquiries, etc. using standard and/or local database systems. Enter and retrieve information using personal computer. Develop, maintain, and track records or confidential information. Organize and maintain filing and database systems. Ensures accuracy of data performs analysis and identifies errors and inaccuracies. Corrects/re-inputs data elements, using coding as prescribed by user manuals. Reviews grant applications, project proposals, budgets, reports, and papers: recommends revisions as necessary. Work with the Fiscal Officer to make sure required reports are completed and submitted. Work closely with the Office of Grants and Contracts, GI Business office, Office of Sponsored Programs, and awarded agencies.Essential
40Admin Support and Event Coordination Provides overall administrative support to the Center for Transformative Research in Metabolism (“the Center” or “TRiM”) program. These duties include event/meeting/training planning coordination such as sending out meeting invites, room set-up, audio/visual and computer needs, and work with vendors. Troubleshoot and resolve special situations that arise during an event. The Admin Assistant is also required to attend committee meetings, assist with meeting note-taking, distribute meeting packets, maintain accurate address databases, and purchase catering, supplies, etc. as needed for meetings. Other responsibilities include providing technical assistance to TRiM staff requesting support with software applications or equipment and providing other admin support as requested by the Center’s Director and/or the Program Coordinator. Able to perform these duties with minimal supervision.Essential
5Public Relations/Outreach Assists with public relation efforts to increase public awareness about TRiM and recognition of its achievements through the website, special events/educational activities, and newsletter (future project).Essential
5Website and Calendar Updates Assists the Program Coordinator by providing updates to TRiM’s web manager and posting announcements to TRiM’s Google calendar for program and committee activities.Essential

The Center for TRiM is a NIH grant funded program working to establish an interdisciplinary, self-sustaining biomedical research center at the University of Alaska. The Center builds on UA’s legacy of hibernation research, infrastructure, and long-term commitment to apply what has been learned about hibernation mechanisms into treatments that advance human metabolic health. In addition, TRiM supports the research and career development of both new and experienced scientists conducting translational studies related to hibernation, metabolism, and microbiome research in Alaska. The Center for TRiM, a collaborative effort between UAF (lead institution) and UAA (partner organization), consists of three research projects, three resource cores, and three research pilot projects. 

The Center’s Administrative Assistant is a critical team member having responsibilities to help support the various functions of TRiM and its personnel. Responsibilities include overall administrative support for meeting coordination, travel, outreach activities, and some assistance with grants management and program reporting. The Administrative Assistant provides the necessary support to help accomplish the broad goals of the TRiM program under the supervision of the Center’s Program Coordinator.       

KNOWLEDGE/SKILLS/ABILITIES:

Requires knowledge and application of administrative concepts and practices to enable the incumbent to perform essential duties as described. Ability to foresee administrative problems and requirements. Familiarity and experience with Google Suite tools. Understanding of websites, scheduling calendars, and the internet. Excellent attention to detail, ability to prioritize, and multi-task. Diligence to see problems through to timely completion. Excellent problem-solving skills. Knowledge of grammar, spelling, and punctuation to communicate effectively orally and in writing. Able to build/edit spreadsheets as needed and create/edit Google folders/documents. Ability to maintain confidentiality. Knowledge of basic phone skills and etiquette. Possess knowledge of basic fiscal skills. Ability to analyze situations and solve problems independently. Knowledge of pertinent administrative regulations and guidelines. Experience in making complex travel arrangements for individuals and visiting groups. Some familiarity with UAF Banner financial system is helpful and working experience with proposals and grant information desired.

TYPICAL EXPERIENCE:

Applicant must have 1 year of administrative assistant experience, two years preferred, and be able to increase skills for specialized applications. Proven computer skills and demonstrated competence with a variety of software packages including word processing (Microsoft, Adobe Acrobat, and Publisher), spreadsheets (Excel), PowerPoint (preferred), electronic correspondence, Google docs, and experience with using photo editing software (such as Adobe Photoshop). Must be able to analyze problems to identify significant factors, gather pertinent data, propose solutions as well as plan and organize work to meet deadlines and to communicate effectively orally and in writing. Must have some basic math proficiency and fiscal skills. Ability to follow written and oral instructions, dependable, and willingness to learn office procedures and operations of standard office equipment. Duties may require independent judgment and decision-making. Must have the ability to work independently as well as collaboratively with others as a member of a team.

REQUIRED EDUCATION OR TRAINING:

Prefer Bachelor’s degree and/or a combination of administrative technical training and experience. Knowledge of the UAF and Fairbanks community. Familiarity and/or interest in science, preferably biomedical sciences, and in admin support functions. Excellent skills in time management. Possess the ability to multi-task. Ability to complete all required training for UAF and department safety training.

This is a 30 hour per week, Grade 77, minimum $21.81 hourly, DOE, 12-month position complete with a competitive salary and UA employee benefits package.

Applicants are required to submit:

1. Cover letter
2. Resume
3. Names of three professional references with current contact information 

Please submit your application and supporting documents no later than December 15, 2021 at 11:55 PM Alaska Time.  The initial review of applications will start on December 16, 2021. This posting will be closed once the position is filled.

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.

UAF COVID Requirements

Effective immediately, all new UAF hires, whose job function or work location results in the employee being subject to the UAF vaccine requirements guided by the Federal Contractor Employee vaccine mandate*, must be fully vaccinated with an FDA- or WHO- authorized or approved COVID-19 vaccine or have obtained a university-approved disability/medical or religious exemption by January 18, 2022, or before their start date if after January 18, 2022.

*Employees based on UAF’s Troth Yeddha’ (Fairbanks) campus, regardless of university affiliation and remote work status; Employees based in UAF research units outside Fairbanks (including Seward Marine Center, Kodiak Seafood and Marine Science Center, HAARP, Poker Flat, Lena Point, and Toolik Field Station); and Employees, regardless of their work location, paid by or directly working on impacted UAF federal contracts.

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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