Student Services Office Assistant/Test Center Coordinator
Classification:Administrative Generalist 3
Grade:Grade 76 (9% GeoDiff)
Work type:On Campus, Staff Full-time
Administrative Unit:University of Alaska Anchorage
School/Business unit:UAA Kodiak College
Categories: Administrative/Personnel, Student Affairs/Services
Kodiak College is seeking a Student Services Office Assistant/Test Center Coordinator. Our team needs a detail oriented person with excellent customer service skills to roll out the red carpet for current and prospective students and our community. Efficiency, kindness, and caring is essential for this position which plays the vital role of keeping our Student Services Center operating, serving as a switchboard, and reserving rooms for internal and external partners. In addition, this role also serves as our test center coordinator responsible for the coordination, proctoring, and administration of exams given through the test center. If you value working in a collaborative environment, we’d like to hear from you! Flexible schedule with scheduled evening work required.
Coordinate with Kodiak College and testing companies’ IT departments to ensure all Test Center Computers are in compliance for all testing services provided.
Ensure and document that each Test Center proctor(s) complete(s) the required training(s).
Ensure training for proctoring exams for the various testing organizations is kept current.
Maintain and keep the test center resource binder current.
Record the number and type of exams taken each month and reconcile test fees paid with the Business Office.
Receive and send exams.
Order test center supplies as needed.
Keep the Test Center website current, ADA accessible, and updated.Essential
Staff Kodiak College main phone line, route callers campus wide. Provide general backup office support to campus departments as needed, including word processing, document creation, file management, and serve as administrative backup for the Director when the Assistant to the Director is on leave or tasked with other assignments etc.
Interface with newspaper, radio stations, and various marketing entities as directed to support campus marketing and community communication goals.
Assist with creation of college promotional material, publications, and outreach as assigned including online requests for information.
Coordinate room use for all campus facilities for use by outside organizations and college activities. Serve as back-up for classroom scheduling.
Support various grant efforts with administrative services and support.
Purchase Request creation and follow through as needed for campus departments.
Support other departments in keeping their websites current, ADA accessible, and updated.Essential
25Student Services Department
Act as receptionist for Student Services
Handle routine requests regarding registration, admissions, financial aid, via telephone and online. Assist and/or refer prospective student requests for information and services. Provide quality customer service to students and the general public.
Answer student services main phone line and direct callers to needed services.
Provide front line assistance and back-up support as needed for admissions, financial aid, registration, explaining forms and processes and routine aspects of scheduling.
Provide general office support to the Student Services Department including word processing, copying, scanning, faxing, filing, etc.
Other projects assigned such as catalog, brochure, and schedule creation and maintenance in print or virtual editions as needed.
Assist with or maintain up-to-date student databases, files, etc. Enter and maintain accurate student records in Banner.
Assist with record retention and scanning documents to OnBase.
Assist students in the creation, use, and management of UAOnline accounts.
Maintain confidential student records, scholarship information, transcripts, and databases.
Provide backup with in-person and online registration each semester.
Purchase Request creation and follow through.
Keep various Student Services websites current, ADA accessible, and updated.Essential
Oversight of Kodiak College Test Center in consultation with the Student Services Chair and Kodiak College Director. Flexibility in designing a schedule to serve students including testing on nights and weekends as needed.
Maintain proctor certifications for the full range of testing options identified as needed to serve Kodiak College students, staff, faculty, and community.
Familiarity with and adherence to testing accommodations per Disability Support Services as appropriate.
Schedule and proctor wide-ranging tests for Kodiak College students, students enrolled in programs at other UA colleges and campuses, placement testing for incoming students (e.g. Accuplacer, writing samples), and for other testing organizations (e.g. NCCT, FAA, USCG, PRAXIS, Pearson VUE).
Professional testing support to students and faculty and other departments at Kodiak College (e.g. Business Office, Computer Lab, the Learning Center).
Ensure the integrity of the Test Center is maintained and meets criteria set by the testing organizations served by Kodiak College.
Take and pass an annual background check with KIBSD and other outside entities as needed to perform test proctoring for students in the high school and other community locations (for example but not limited to Accuplacer, Aleks, PSAT, SAT, ACT).Essential
|Knowledge, Skills, Abilities:
- Excellent time management and problem-solving skills.
- Ability to maintain a high level of confidentiality, familiarity with FERPA.
- Demonstrated aptitude for learning new skills, particularly as it pertains to processes, software applications, and technology.
- Ability to accurately interpret and explain policies to students, staff, faculty, and administration.
- Ability to recognize and provide excellent customer service, make sound judgment calls, critically analyze and solve problems, multi-task, and work both independently and as part of a team.
- Positive attitude, strong sense of initiative, and attention to detail.
- Ability to establish and maintain positive, cooperative relationships with co-workers, students, faculty, staff, and others.
- Strong oral and written communication and conflict resolution skills.
- Demonstrated ability to communicate well with diverse populations.
- Functional knowledge of university systems for referral.
- Knowledge of student information systems preferred – Banner and 25Live in particular.
- Skill in operation of modern communication tools, computers and relevant software, especially related to data entry.
- Accurate data entry skills.
- Ability to adapt to new technology and processes and the initiative to learn frequent computer system changes.
- Ability and desire to take the lead on projects and be innovative in streamlining of processes to benefit students and internal partners.
Required: Minimum six months general office or customer service experience in a busy, high-touch customer interface setting. Training and/or education in office procedures and software application. Experience working with complex web applications, database management systems, Excel, Word, calendaring, email systems. Demonstrated experience providing excellent customer service to external and internal constituencies. Demonstrated ability to interpret and uphold policies. Demonstrated ability to honor diversity.
Preferred: Experience with Banner, CLSS, Toad/SQL, 25Live, Salesforce. Experience in post-secondary education and programs. Experience proctoring exams and coordinating test centers.
|Required Education or Training:
Required: Required one year college coursework and one year relevant experience or an equivalent combination of training and experience.
Preferred: Associate Degree and/or two years of relevant professional office/administrative experience preferably in the field of higher education working directly with students or in the adult educational services settings.
This is a full-time, 12-month, term-funded, non-exempt staff position complete with both a competitive salary and full employee benefits package. New hires will be placed on the UA staff salary schedule, Grade 76, based on education and experience.
|Special Instructions to Applicants:
Please attach a resume, cover letter, and the names and contact information (email address and phone number) for three (3) professional references with your application.
The review process for applications will be begin on March 27, 2023.
*To be eligible for this position, applicants must be legally authorized to work in the United States without restriction. Applicants who now or may in the future require visa sponsorship to work in the United States are not eligible.
This position is a term-funded position and is reviewed annually for contract renewal at the University's discretion.
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.
UA is an AA/EO employer and educational institution and prohibits illegal discrimination against any individual: www.alaska.edu/nondiscrimination
The successful applicant is required to complete a background check. Any offer of employment is contingent on the background check.
Your application for employment with the University of Alaska is subject to public disclosure under the Alaska Public Records Act.
If you have any questions regarding this position, please contact Sandra Chichenoff, Executive Assistant to the Director, HR Coordinator, at firstname.lastname@example.org or (907) 486-1219.
Advertised: Alaskan Standard Time
Back to search results Apply now Refer a friend