DPHS Academic Specialist

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  • Job Number:523696
  • Classification:Administrative Specialist 2
  • Grade:Grade 78
  • Work type:Hybrid, On Campus, Staff Full-time
  • Administrative Unit:University of Alaska Anchorage
  • School/Business unit:UAA College of Health
  • Location:Anchorage
  • Categories: Administrative/Personnel, Academic Advising/Support

Position Summary:

This position serves as a main point of contact for many students, staff, researchers, and faculty, therefore customer service is of the utmost priority. It is expected that this position will act professionally and provide superior customer service to each person they assist. This position provides day-to-day administrative support for the Division of Population Health Sciences, a division that includes two academic units (Health Sciences undergraduate program and Master of Public Health) and one research unit (Institute for Circumpolar Health Studies). Duties include providing direct, high-level administrative assistance to faculty and staff associated with the assigned units. This position will also serve as part of the college's recruitment effort and will provide potential students with information about the Health Sciences and MPH programs. This position may supervise part-time student workers. Must be able to work an 8-4pm or 9am-5pm Monday through Friday schedule. Also need to be flexible to work some evenings or weekends as needed for special events.


10Meeting Preparation and Coordination: Coordinating division and departmental meetings, special events and conferences as needed. Assist with activities in support of review committees and work groups that are convened by the Division leader (e.g. Assistant Dean, Director, and/or Chair). Attend meetings as appropriate, take meeting minutes, follow-up on necessary actions, and work on special projects as assigned by Chair and/or to advance the department mission. Assist with creating promotional and informational materials related to event/meeting that you are planning. Work with the Shared Services on fiscal responsibilities and requirements. Coordinate the use of facilities, services and equipment that is necessary for the event/meeting. Troubleshoot, resolve and/or assist with special situations or problems that arise during event/meeting. Assist division faculty and staff with events as needed, this may include travel and purchasing items from local stores and set up for events on/off campus. Assisting with important college events and other related duties as assigned.Essential
10Records and Information Management/Financial: Enter and retrieve information from various UA database systems (i.e. Banner, DegreeWorks, Onbase, Toad, PageUp and departmental databases). Develop, maintain, and track records or confidential files for the Division. Use various UA database systems on a regular basis to track enrollment and graduation data. Maintain records related to programs, faculty members, or the research unit in order to make records and reports easy to file and/or retrieve. Update UA systems to reflect faculty advising assignments for both academic units. Retrieve confidential student information for all students including incoming freshmen (i.e. Banner) as requested by program coordinators. Coordinate with appropriate department(s) to: Gather applicant data from UA job sites, organize, and prepare MPH application files for decision-making; process and issue any tuition waivers, and collect and process information for scholarship awards. Assist in preparation and submission of job advertisements for faculty, staff, and student positions. Actively adheres to FERPA regulations and confidentiality procedures and keeps up to date with the certification. This position will ensure student records are maintained in accordance with relevant processes, policies, and procedures. Other records management and filing duties as assigned.Essential
10Recruitment/Retention: Advanced public speaking skills and good command of the English language are required. Assist in implementing and refining DPHS’s recruitment strategies. This may include coordinating and hosting orientations, open houses, special events, speaking at area schools, collaborating with UAA Admissions Office efforts and events, working with the UAA Graduate School, and other student recruiting activities. This position must have the ability to troubleshoot situations to determine the best course of action, the ability to listen effectively to students and respond with supportive action, as well as the ability to collaborate with faculty and other campus resources to support student success. Assist students with navigating the MPH admissions process, Graduate School processes, and refer undergraduate students to the appropriate advising office. Assist students with paperwork and with locating faculty, facilities, and services on campus. This position will help identify and analyze options appropriate for individual student success. Provide follow up contact to students, community partners, and others who inquire about the Division or any units within. Perform other recruitment duties as assigned.Essential
20Academic Program and Faculty Support: This position serves as a main point of contact for many students, staff and faculty; therefore customer service is of the utmost priority. It is expected that this position will act professionally and provide superior customer service to each person that they assist. This position provides day-to-day administrative support for two academic units and one research unit. Support would be assigned as needed to the following departments: Health Sciences undergraduate program, Master of Public Health (MPH) program, and Institute for Circumpolar Health Studies. Duties include providing direct, high-level administrative assistance to faculty and staff associated with the assigned units. Supervision of part-time student workers may be required including assisting faculty with developing appropriate student learning outcomes and student job descriptions. Given that the MPH Program is externally accredited, this position also requires assisting the MPH Program Coordinator in collecting and analyzing data relevant for accreditation and preparing accreditation reports. Other program support responsibilities include, proofreading and editing memos, reports, or other documents for the Division Director/Chair, program coordinators, and/or faculty members. This position will also compile materials and information for routine reports and other departmental documents. Coordinate collection of various student forms (e.g. petitions, leave of absence, incomplete contracts, etc.), ensuring that all university guidelines are properly followed, and route for appropriate signature collection (must be comfortable creating and routing powerforms). Keep track of important administrative dates and deadlines and be responsible for sending out reminders such as textbook submission, final grades, course scheduling, etc. Collect and coordinate submission of initial and final semester class schedule proofs working with the program coordinators and division director/chair. Perform tasks which require advanced skills in organization and planning, in-depth knowledge of unit operations and objectives, and overall knowledge of the Division, College, and University. Collect materials from faculty members and other available sources for preparation of various reports, and for coordinating with website editors for accreditation purposes. Assist in maintenance of web pages within the University Content Management System (CMS) as needed, including responsibility for ensuring that departmental website information is current. Coordinate with the COH communications team and division faculty with creating promotional and informational materials (newsletters, brochures, publicity flyers, etc.) as needed. This position is expected to perform tasks in a timely manner, arrive to work or be available remotely during the scheduled working hours, and will report directly to the division director/chair. While it is not a common occurrence, this position may have work that will need to be performed outside of normal business hours. Perform other program support duties as assigned.Essential
50General Office Support: Answer phones, respond to general emailed inquiries, and disseminate information. Handle all correspondence and visitors by answering general questions regarding the Division. Provide information or refer individuals to the appropriate faculty or staff member. Open, sort, distribute, collect, and deliver mail. Track all inventory of supplies and equipment to ensure the Division is properly equipped including submitting facilities/maintenance requests as needed. Proofread or edit memos or documents for the division head and/or faculty members. Compile materials and information for routine reports or other departmental documents. Photocopy materials as needed and other office support duties as assigned. Serve as a liaison between faculty and staff and Shared Services assisting with purchase requests and navigating other services.Essential
Knowledge, Skills, Abilities: Computer skills: knowledge of database, word processing, spreadsheet, electronic calendar, email, and internet applications.
Communication skills: writing, grammar, editing, and proofreading -- for hard copy and electronic documents/e-mail.
Demonstrate strong customer service.
Demonstrate ability to organize records, files, and schedules.
Ability to work independently and collaboratively under general direction and supervision.
Typical Experience:
2 to 5 years in a business office, or equivalent combination of training and experience.
Required Education or Training:

Associates degree and two years administrative support experience.

Salary Information:

This is a full-time, 12-month, 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 78, 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.

Applications will be accepted for review on February 6, 2023. To ensure consideration, please apply by 11:55 PM, Alaska Standard Time on February 5, 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.

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 Travis Hedwig, Division of Population Health Sciences at thhedwig@alaska.edu



Advertised: Alaskan Standard Time
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