Administrative Assistant, English Department - UAF College of Liberal Arts
Classification:Administrative Generalist 2
Work type:On Campus, Staff Part-time
Administrative Unit:University of Alaska Fairbanks
School/Business unit:UAF College of Liberal Arts
Categories: Business/Accounting/Finance, Office/Clerical
The College of Liberal Arts, English Department is seeking a part-time Administrative Assistant to provide support in their day-to-day operations. For more information and to apply click the link above.
1-50%Office Management, Administrative and Human Resources Support:
Reception & Point of Contact
Assist persons contacting (phone calls, voicemails, emails) and visiting the CLA English department– as the main front desk contact for students, staff, faculty, and the general public.
Provide a positive public impression of the Departments – assuring that a friendly, informative, and helpful attitude is directed toward all students, staff, faculty, and the general public.
Direct inquiries as appropriate, initiate correspondence, take appropriate action and follow through. Respond to a variety of general questions; make appropriate referrals as needed.
Apprises Office Manager and Department Chair of emerging issues.
Administration and Office Management
Assist the Office Manager with administrative operations of the Department.
Provide front desk support through administrative tasks (e.g., answering phone, voicemails, and emails, scheduling appointments)
Under the direction of the Office Manager will complete the following duties:
manages extensive written, electronic, and oral communication for the Department (e.g., typing, filing, faxing, sorting, picking up and distributing mail, and copying/digitizing documents).
Review, draft, and edit correspondence and documents as appropriate.
Monitor, order, and maintain inventory of equipment and office supplies (e.g., computers, computer accessories, paper, toner, pens/pencils, project-related supplies, and other university-owned equipment). Replenish paper in printer and photocopier; replenish staples in the stapler, etc.
Submits facilities and OIT work orders as needed by departments, faculty or staff.
Assist Office Manager and Department Chair with maintaining multiple calendars, scheduling appointments, and managing the flow of documents requiring attention/review/signature.
In collaboration with the Office Manager schedules and participates in department meetings, and as needed, prepares and disseminates meeting materials, and records and transcribes meeting proceedings for proper dissemination and archival.
Serve as backup to other CLA departments needing administrative support as needed.
Participate in staff development and training sessions to maintain and further develop knowledge and skills pertaining to position and university practices/procedures.
Human Resources Support:
Assist Office Manager and CLA’s HR Coordinator with hiring student workers, adjunct faculty, and graduate teaching and research assistants by submitting all the necessary hiring information via the appropriate Google forms.
In coordination with Office Manager, CLA Executive Office, and/or CLA HR Coordinator will provide support to new CLA employees for the assigned departments (e.g., ensuring access to email, phone, keys, and office space).Essential
2-30%Academic Program Support:
Assist students with general academic program questions and provide appropriate referrals.
In collaboration with the Office Manager will complete the following duties:
process academic paperwork (e.g., petitions, change of grade, grade appeals)
prepare graduate applicant files using OnBase
assist faculty in graduate student selection and Teaching Assistantship by managing database of all applicants, setting up form letters to be signed by the Chair and sent to all accepted applicants, answering questions from all applicants, assisting in registration process for new graduate students, assisting in preparation for Graduate teaching Student Orientation
Assist with Thesis defenses by identifying defenders, preparing all defense paperwork, arranging rooms and audio/video conferencing if needed, and preparing JVs for departmental copy of thesis
Assist with course scheduling using CourseLeaf (CLSS) (e.g., submitting course schedule additions and changes). Submitting course catalog changes as needed at the request of the CLA Dean and/or Department Chairs.
Assist Office Manager in the coordination of the Visiting Writers Program. Duties may include contacting visiting writers, acting as liaison between visiting writers and shared travel office for arrangement of flights, and lodging. At direction of office manager will process honoririum, process and complete any and all need procurement paperwork and Banner processes.
In collaboration with the Office Manager will coordinate department scholarships and contests using Kaleidoscope and make necessary scholarship/contest changes/adjustments per Department Chair instruction. Work with UAF Financial Aid Office to ensure scholarships are awarded to students.Essential
3-20%Public Information and Event Coordination Support:
Work with CLA faculty and staff to prepare and execute special events, visits, and meetings (e.g., schedule planning meetings, and coordinate the use of facilities, services, catering, and equipment).
Promote department events and/or productions through a variety of media channels in coordination with CLA PIO.
Assist CLA’s Public Information Officer (PIO) as needed.
Help maintain CLA department websites in coordination with Office Manager and CLA PIO.Essential
Knowledge, Skills, Abilities:
- Knowledge of program requirements, content, curriculum, UAF / UA BOR policies and procedures.
- Knowledge of UA BOR regulations and policies regarding: purchasing, procurement, and recruitment / hiring of temporary and benefited employees (students, staff, and faculty).
- Experience using Microsoft Word, Excel, and Google applications, Adobe or Foxit PDF Editor.
- Experience using or ability to learn Banner and knowledge of general accounting principles.
- Knowledge of the following programs preferred but not required: CourseLeaf (CLSS), 25Live Scheduling.
- Superior organizational, time management, and interpersonal communication skills.
- Excellent public relations and diplomacy skills.
- Dependable, conscientious attendance and punctuality.
- Ability to prioritize workload; work under intermittent supervision to meet deadlines;
- Must remain flexible; interact positively with a wide variety of personalities; exhibit initiative, tact, discretion, and confidentiality; have a friendly and helpful approach to assisting students, faculty, and the public.
- Proficiency in operating various office machines and software, including scanners, fax machines, and copiers; an understanding of office management and procedures.
High School Diploma or equivalent, and one year of office/administrative experience, or an equivalent combination of training and experience.
This is a part-time, 9-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 75, based on education and experience.
|Special Instructions to Applicants:|
To ensure consideration, please submit the following documents as part of your application packet.
1. Cover Letter
2. Curriculum Vitae / Resume
3. Names of three professional references with phone and email contact information
Applications will be reviewed on a rolling basis until a successful candidate is identified. Review of application materials will begin immediately. Search and selection procedures will be closed when a sufficient and viable number of qualified candidates have been identified.
*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 Miriam Stelges, CLA Dean's Office Coordinator, at firstname.lastname@example.org or 907-474-7231.
Advertised: Alaskan Daylight Time