CRCD Administrative Assistant

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  • Job Number:519404
  • Classification:Administrative Generalist 3
  • Grade:Grade 76
  • Work type:Staff Full-time
  • Administrative Unit:University of Alaska Fairbanks
  • School/Business unit:UAF Rural College
  • Location:Fairbanks
  • Categories: Administrative/Personnel, Office/Clerical

Position Summary:

Come join the team! This position of administrative assistant has the unique role of serving as the first point of contact for the office of the dean for the College of Rural and Community Development.

Duties:

25ANLC Support/ Bookstore Operations: The administrative assistant will be responsible for ensuring that ANLC book orders are processed accurately and efficiently, and ensuring inventory is tracked appropriately, working with and supervising the fulfillment of orders with student employees. Receiving work may include: Receives invoices for shipments and verifies that the contents are accurate. Matches invoices with the appropriate purchase order and accurately receives merchandise. Maintains precise records and proper filing system. Any back ordered books are processed and shipped to the customers. Notify Publishing editor of damage shipments. Sales duties may include: Pick textbooks and materials accurately from a shelf pick list. Conducts sales and custom orders for rural campus faculty, staff, and students. Assist in packaging and mailing textbooks to rural students. Provide shipping within one (1) business day. Monitors and maintains supply inventory levels, and keeps accurate records of both inventory and book sales. Coordinate with other staff members for supply needs. Shelve textbooks / materials. Responsible for physical inventory count of all bookstore merchandise.Essential
75CRCD Dean’s Office Support/Reception: This position will report to the Academic and Administrative Affairs Manager. The administrative assistant is the first and often the last point of contact for persons visiting the College of Rural and Community Development dean’s office, including the Alaska Native Language Center. Creating an impression of welcome, professionalism and efficiency is essential. A successful candidate will be able to command the space and greet all customers that walk in. The administrative assistant is responsible for, and must act on their own initiative to an unpredictable range of daily activities involving faculty, staff, students and the public. Use discretion, analytical and problem-solving skills, and resourcefulness to reach solutions to problems. Direct calls and inquiries as appropriate, initiate correspondence, take appropriate action and follow through. Monitor traffic flow through the suite. Manage the affairs of a busy academic office. Maintain adequate supply of office materials and supplies. Responsible for inventory of equipment for checkout for the dean’s office. Maintain conference room schedule and equipment check out. Maintain general office equipment such as copiers, fax machines, and hand tools. Monitor and maintain inventory of office supplies and purchase supplies, as needed. Manage storage room. Mail sorting and distribution. Responsible for tracking departmental email to ensure a timely response; follow up on delegated tasks; proofreading; drafting memos and thank you notes. At times, the assistant may be asked to support meetings through meeting notes, capture action items and/or write meeting summaries. This position will assist in the coordination of workplace social events such as celebrations, going away parties, etc. Assisting with minimal website content updates. Additional tasks including troubleshooting and resolving problems that arise during day‐to‐day office operations.Essential

 

We need a team member with a pleasant personality and a dynamic professional attitude. Ability to multitask, problem-solve, work with multiple constituents, and work in a team-based environment are essential skills of the position.  Ultimately, they should be able to ensure our front desk provides professional and friendly service to our students, faculty, staff and community. 

Knowledge/Skills/Abilities:  

Knowledge of advanced computer programs and operations.

Knowledge of modern office procedures; skill in typing accurately in form, spelling and grammar; must be self- motivated, resourceful and have the ability to work with minimal supervision; prioritize workload; ability to work well in a fast paced office. Organization, record-keeping, multi-tasking, purchasing and reconciling procedures, knowledge of TouchNet or similar transaction software. 

Ability to analyze situations and solve problems independently. 

Must have strong customer service/interpersonal skills.  

Experience working with diverse populations.

Required Experience:   

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

Typical Education or Training:         

High school diploma or equivalent is required. Work background should include performing receptionist, secretarial and clerical duties. Experience with various software packages including databases.

This is a full-time, 12-month position at a Grade 00_76, $19.34/hr, salary commensurate with experience, complete with UA employee benefit package.

To apply for this position, the following are required with a complete online application:

  • Cover letter detailing your qualifications and interest in the position

  • Resume

  • The names and contact information for three professional references to include previous supervisors. 

Review of applications will begin May 23, 2022. To ensure your application is considered you must apply by 11:59 pm on May 22, 2022.

*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.

COVID19:

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 no later than six weeks from the new hire's start date.

*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 contract.

Please contact the Talent Acquisition team, ua-hrtalent@alaska.edu with any questions or concerns.

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 Daylight Time
Applications close:

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