Program Assistant

Apply now Job no: 518584
Classification:Administrative Generalist 4
Grade:Grade 77
Work type:Staff Full-time
Administrative Unit:University of Alaska Anchorage
School/Business unit:UAA Community & Technical College
Location: Anchorage
Categories: Administrative/Personnel, Office/Clerical, Other

Position Summary:

Seeking a Program Assistant for University of Alaska Anchorage’s TRIO pre-college programs - Educational Talent Search and Upward Bound. This position is a full-time, grant funded position on the University of Alaska Anchorage Campus. These programs serve first-generation and low-income student populations in their preparation for and transition to postsecondary enrollment and completion. There are three grants (1 Educational Talent Search and 2 Upward Bound) serving a total of 620 students at Bartlett, West and East High Schools in grades 9 through 12. The Program Assistant will be split between the three grants.

Duties:

20Payroll and personnel: Run monthly, quarterly, and annual reports with close adherence to internal and federal regulations. Monitor and train student workers. Provide technical training and support to staff in data entry (advising notes, excel, etc.). Monitor timesheet submission and approval routing. Prepare job forms and other hiring documents for new and continuing personnel. Review, post and monitor open positions and initiate reference and background checks. Submit reimbursements, mileage reports and travel insurance purchases. Track employee training.Essential
20Student records: Process applications for the TRIO pre-college programs and create a record for each applicant in the Student Access database and the physical files (there will be 500 participants annually for Talent Search and 60 for each of the two Upward Bound grants). 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
25Event Coordination: Assist TRIO pre-college staff in event coordination, including lunches, seminars, field trips, and an extensive academic summer program on the UAA campus. Assist with the summer program by reserving space and organizing overall schedule, ordering, and distributing meals, and tracking attendance. Oversee website maintenance and development and assist with creating marketing materials. Occasionally supervise/chaperone Upward Bound students at program events. Occasionally serve as an Upward Bound Coordinator during temporary staff absence. Be familiar with federal and institutional regulations.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 maintain data; interpret and apply more complex rules and procedures in accordance to federal and institutional laws/regulations; apply problem solving, research, and analytical skills to systems; develop and maintain internal fiscal procedures; monitor multiple accounts (up to 10+) with a large annual budget; summarize and compile data and information; oversee budget operations, budget reconciliation, purchase, and travel requisitioning; manage record keeping and 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
5General Support: Serve as clerical support to two Upward Bound grants and one Talent Search grant (moving forward these grants will be referred to as TRIO pre-college programs). 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.Essential

Under the supervision of the TRIO pre-college Director, the Program Assistant will perform specialized complex clerical work and/or a wide variety of clerical services requiring independence, judgment, and initiative in determining office needs, in prioritizing and organizing work, and in determining the appropriate action to be taken. This position 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. The Program Assistant will maintain all participant records, be responsible for fiscal monitoring and reporting, and will support staff in all other necessary areas.

KNOWLEDGE/SKILLS/ABILITIES:

This position requires the following:
- Administrative and coordination abilities
- Detail oriented and understanding of general accounting principles
- Ability to accurately budget and track expenditures for large sums of money from multiple funding sources
- Understanding of contracting processes and ability to negotiate contracts for the program
- Strong interpersonal and customer service skills
- Ability to work as a team towards shared goals
- Excellent listening and communication skills, both verbal and written
- Advanced skills in Excel, Word, Google suite and Database platforms
- Excellent organizational skills and ability to work independently
- Ability to manage multiple projects and work under pressure
- Enthusiasm and flexibility

Preferred Knowledge, Skills and Abilities
- Experience working in TRIO Programs, with diverse student populations, and/or has a background similar to that of the target population
- Experience working with grants
- Ability to quickly learn new software and database systems
- 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’s degree preferred.

 

*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.

**An initial review of applications will begin on January 19, 2022. To ensure consideration, please submit your application by January 18, 2022 at 11:55 pm Alaska Standard Time. Applications received after this date may not receive consideration.


This is a full-time, term-funded, Grade 77 ($21.81/hour minimum) 11-12-month position, complete with competitive salary and UA employee benefits package.

Applicant Instructions: 

Please attach a resume, cover letter, and names and contact information (email and phone number) for three (3) 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: 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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