Administrative Assistant
University of Alaska - Juneau, AK

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Position number (PCN):
270178

Job Open Date

11-27-2012

Review Date To ensure consideration, please apply prior to the review date.

12-11-2012

Job Close Date Jobs close at 5:00 PM Alaska time on the date listed.

Open Until Filled

Months per Year

12

Job Location

Juneau_15

Department Legend
  • W = Statewide
  • A = UAA
  • F = UAF
  • G = UAFGI
  • S = UAS
F-Cooperative Extension Programs

Assignment Information

Regular

Major Org Unit

University of Alaska Fairbanks

Region

Juneau/Southeast Region

Job Type

Clerical/Office Support Marketing/Outreach/Public Relations Purchasing/Procurement

Internal Applicants Only? Click here for a definition of Internal Applicants

No

Salary Grade Salary Schedule

00_75

Salary

15.51

Bookmark to Job Posting

www.uakjobs.com/applicants/Central?quickFind=79499

HR Phone Number

University of Alaska Fairbanks - (907) 474-7700

HR E-mail Address

University of Alaska Fairbanks - uaf-jobs@alaska.edu

Job Posting Information

Job Posting Summary

The University of Alaska Fairbanks Cooperative Extension Service is the state's gateway to its university system. Extension serves some 80,000 Alaskans annually, providing a link between Alaska's diverse people and communities by interpreting and extending relevant university, research-based knowledge in an understandable and usable form to the public. UAF's public service and community engagement role is filled in part by Extension educators, faculty and staff located throughout Alaska. UAF's Cooperative Extension Service is a part of the largest informal education system in the world, connecting Extension programs at land-grant colleges and universities in every U.S. territory and state. Major program areas include Agriculture and Horticulture; Health, Home and Family Development; and 4-H and Youth Development. The Juneau Administrative Assistant is the primary point of contact for area clientele (walk-in and telephone); provides support for CES Agents located in the district; helps to create and distribute newsletters; acts as the fiscal and communications liaison between the Juneau District Office and the Fairbanks State Office; and performs additional duties outlined in the Position Description to ensure the district office runs as smoothly and efficiently as possible.

Knowledge, skills and abilities required for this position.

Knowledge and ability to perform modern office procedures. Skill in typing rapidly, with demonstrated accuracy in spelling and grammar. Must be self motivated, resourceful and have the ability to work with minimal supervision, and prioritize workload. Must be able to meet the public in a positive and sincere manner and exhibit excellent public relation skills. Must have working knowledge of computerized data bases, word processing, mailing lists, email, and the internet. Previous experience using desktop publishing software to design, layout, and edit. Demonstrated experience in problem solving, communication, organization, filing, and reconciling soft ledgers.

Typical education or training required for this position (including licenses).

High school diploma or equivalent. Education, training, and/or experience using Macintosh computer as well as PC computer skills.

Length of time and type of experience required for this position.

1 year office/administrative experience or equivalent. Experience working with the public. Previous training and/or experience using word processing, desktop publishing, databases, email clients, and internet search engines.

Preferred knowledge, skills or abilities for this position.

Prefer some college education and knowledge of Cooperative Extension Service and its programs. Proficient in MS Office Suite programs.

Special Instructions to Applicants

Please attach a current detailed resume, cover letter, and contact information for three professional references. If you have questions about this position, please contact Debbie Blevins, CES Recruitment Contact, at 474-2401 or email deblevins@alaska.edu. If you have difficulty applying for this position, contact UAF Human Resources @ 474-7700.

Special Conditions of Employment

Describe any other special skills/knowledge required for this position (e.g. additional training, heavy lifting or traveling).

Individual must be well organized, able to solve problems and perform a number of tasks simultaneously with frequent interruptions. Major duties include: organize, coordinate, and perform receptionist, clerical, and secretarial duties for the agents. Position requires initiative, good judgment, and adaptability. Previous experience with accounts payable/receivable.

Information

Equal Opportunity/Affirmative Action : The University of Alaska is an equal employment opportunity/affirmative action employer and educational institution. Women and minorities are encouraged to apply. Applicants needing reasonable accommodation to participate in the application and screening process should contact the local Human Resources office. Public Disclosure : Your application for employment with the University of Alaska is subject to public disclosure under the Alaska Public Records Act. Background Investigation : Finalists may be subject to a background investigation. Any offer of employment is contingent upon a review of the results of the background investigation by the Human Resources office. Immigration Reform and Control Act : Person(s) hired by the University of Alaska must comply with the provisions of the Federal Immigration Reform and Control Act of 1986. All employees must provide proof of eligibility to work. For foreign nationals requesting employer sponsored visas, a job must qualify as a "specialty occupation" to be eligible for sponsorship of a U.S. H 1B visa petition. You must present your Social Security Card as verification of your Social Security Number. If you do not have a social security number, you must present a receipt from the Social Security Administrations stating you have applied for a social security number within 10 days of your employment with the University of Alaska. Social Security : On January 1, 1982, the University opted out of the Social Security system; however, participation in Social Security is still required for adjunct faculty hired after January 1, 1996, temporary staff, extended temporary staff, and certain student employees. Also, benefit-eligible employees hired after April 1, 1986, are required to pay into Medicare even though they do not participate in Social Security. Benefits : Refer to the Benefits web page at http://www.alaska.edu/benefits for more information on benefits available to University of Alaska employees. E-Verify : The University of Alaska participates in the E-Verify program for federal contracts only. For our FAQ and F1 student information please see the following: E-Verify FAQ: http://www.alaska.edu/hr/procedures/PDF/personnel.reference.everify_faq.pdf E-Verify Participation Poster (English): https://e-verify.uscis.gov/emp/media/resourcesContents/EverifyPosterEnglish.pdf E-Verify Participation Poster (Spanish): https://e-verify.uscis.gov/emp/media/resourcesContents/EverifyPosterSpanish.pdf Right to Work Poster (English): https://e-verify.uscis.gov/emp/media/resourcesContents/WebBPPOSTERRtoWEnglishversion.pdf Right to Work Poster (Spanish): https://e-verify.uscis.gov/emp/media/resourcesContents/WebBPPOSTERRtoWSpanishversion.pdf

Job Duties

7
Records

Duty:
Primary point of contact with clientele (walk-in and telephone). Provide administrative support for agents. Direct clientele requests to correct program area. Answer questions on current programs, policies, and procedures with discretion to amount and type of information given. Route and distribute hard correspondence.

Catalog and maintain the inventory of CES publications and bulletins. Order reference materials and publications for display shelves and agents.

Provide leadership and direction in the office to insure that the office runs efficiently. Function as fiscal and communications liaison between the CES State Offices and the Juneau District Office. Collect, document, and report origin of all income and work closely with CES Business Office to ensure accurate accounting on all transactions. Generate office activities calendar and schedule staff meetings. Train others in office operations and public contact protocol.

Create, design, and coordinate agent generated Newsletters using desktop publishing software (Microsoft Publisher and Adobe InDesign) for all program areas. Assist with publication design and development. Check, edit, and format newsletters and newspaper articles. Database management to include program enrollments, maintain list of members, committees, and clients. Maintain mailing lists and distribute newsletters.

Schedule, coordinate, maintain, and process paperwork for conferences, meetings, and workshops. Oversee program promotion. Coordinate registration; secure meeting facilities, distribute and summarize evaluation materials.

Maintain inventory, equipment, and supplies in accordance with office and CES needs. Responsible for the security of office records, cash, and other valuable records. Schedule conference rooms and classrooms for classes and workshops. Coordinate building and equipment repair needs and contact the building manager when repairs are needed. Keep faculty and staff informed of building maintenance issues.

Work with agents and staff in all aspects of Extension Office to assist them in planning, promoting, and presenting information and help them maintain contact with the public.

University of Alaska - 19 months ago - save job - block
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