Administrative Coordinator
University of Alaska - Anchorage, AK

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Position number (PCN):

Job Open Date


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


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

Months per Year

Job Location


Department Legend
  • W = Statewide
  • A = UAA
  • F = UAF
  • G = UAFGI
  • S = UAS
A-COE Dean

Assignment Information


Major Org Unit

University of Alaska Anchorage



Job Type

Accounting/Audit Clerical/Office Support Data Analysis, collection and entry Human Resources Purchasing/Procurement Faculty Employment Education

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


Salary Grade Salary Schedule



Grade 79

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HR Phone Number

University of Alaska Anchorage - (907) 786-4608

HR E-mail Address

University of Alaska Anchorage -

Job Posting Information

Job Posting Summary

The College of Education (COE) at the University of Alaska Anchorage has both undergraduate- and graduate-level teacher preparation programs. There are three departments within COE: Educational Leadership, Counseling and Special Education, and Teaching and Learning. COE collaborates with community and campus partners including other universities, school districts, and the Alaska Department of Education and Early Development. Unique features of our programs include the integration of technology, strong content preparation, and internships at partnership sites. Under the supervision of the Fiscal Manager and the Dean, the College of Education's Administrative Specialist serves as liaison for the College in regard to human resource activity and faculty interaction with the Office of Academic Affairs. The Administrative Specialist also carries out technical functions for the College of Education's budget office, and supports the College's faculty and staff in various cost center clerk activities.

Knowledge, skills and abilities required for this position.

In depth budget and fiscal skills; substantial experience in applying and knowledge of accounting/bookkeeping practices; knowledge of Generally Accepted Accounting Principles (GAAP); ability to create management reports using data gathered from various sources; substantial experience with accounting programs; substantial experience managing and reporting financial data with spreadsheets; ability and willingness to coordinate recruitment process and timely processing of employment paperwork; basic knowledge of contracts and ability to prepare appointment letters; strong math, research, writing, and analytic skills; experience with basic office equipment; extensive experience and knowledge in using MS Office Professional Suite, especially Excel and Outlook. Advanced Internet research skills; excellent time management skills; outstanding interpersonal/public relations/customer service skills; excellent oral and written communication skills; strong attention to organization, detail and follow-through; ability to work independently and take initiative; experience in general office and administrative support procedures. Ability to work with discretion, maintain confidentiality, and exercise sound independent judgment. The ability to orchestrate simultaneous activities and prioritize workload to meet deadlines, goals and objectives; ability to perform well under pressure; demonstrated strength in problem solving & success in explaining policies & procedures.

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

Associate degree in accounting, business, office administration, or related area, or equivalent combination of training and experience.

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

Substantial professional office/administrative experience or an equivalent combination of training or experience. Substantial experience in a position responsible for financial tracking, accounting, and procurement.

Preferred knowledge, skills or abilities for this position.

Bachelor degree preferred. Substantial experience with recruitment & hiring process; substantial experience with processing employment paperwork. Substantial experience using BANNER system or equivalent. Familiarity with UA policies, regulations, and procedures, particularly in the areas of budget and finance, grants and contracts, HR, payroll and other cost center clerk duties. Training and/or experience with BANNER student information system.

Special Instructions to Applicants

Thank you for your interest in this position! We look forward to reviewing your application to join our office team. The following items should be electronically attached as part of your application packet and should clearly & completely address the position's required knowledge, skills and abilities that you possess. 1) Cover Letter (please note PCN 301317). 2) Comprehensive Resume 3) Names, titles, telephone numbers, e-mail addresses, and mailing addresses of three professional references. If you are unable to electronically submit any of these documents, please contact UAA Human Resource Services at 786-4608.

Special Conditions of Employment

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


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 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: E-Verify Participation Poster (English): E-Verify Participation Poster (Spanish): Right to Work Poster (English): Right to Work Poster (Spanish):

Job Duties


Budget Management
Manage COE's internal financial management system to ensure accurate reporting to department heads and grant PIs. Enter financial data into soft ledgers and logs; monitor budget records for all funds pertaining to the College of Education and verify the accuracy of Banner records; reconcile all general and restricted fund budgets (100+) to UA financial and payroll statements. Research problems and take corrective actions; prepare JVs as necessary; inform fiscal manager of budgetary trends and alert to potential problems; assist with special project budgeting (seminars, academies, etc.) and with budget forecasts. Research, compile, and produce reports and statistical information as needed for all budgets and programs; perform research and data collection to assist with preparation of College financial management, planning, forecasting, and costing documents. Design new forms as needed; design a variety of spreadsheets tracking different types of data and information; maintain fiscal office procedures manual and provide training to faculty and lead staff in fiscal matters as appropriate.

Support fiscal manager and faculty in grant and contract management. Monitor grant expenditures and subcontracts to ensure completeness and accuracy of supporting documentation and account coding for payment of invoices; ensure appropriate PI/approving authority signatures have been obtained.

Procurement, Travel, and Payroll
Respond to faculty and staff requests related to financial transactions; analyze each request to ensure conformity with applicable regulations, and completeness and auditability of supporting documentation; carry out actions for accurate, timely and most cost-effective completion of transaction; track transaction through appropriate system and prepare documents for reconciliation to appropriate accounts; reconcile systems as appropriate; receive goods or services, notify appropriate individual of receipt, and process paperwork as appropriate; resolve disputes when necessary; maintain records for retrieval of information and audits. Reconcile department procurement cards and make JV adjustments as necessary.

Ensure completeness and accuracy of travel paperwork submitted for internal processing; finalize airline reservations as requested/appropriate using departmental travel card; process registrations as requested/appropriate using most efficient method; encumber TAs; track all paperwork to ensure timely completion and submission of travel expense reports. Assist staff and faculty with travel questions. Work with faculty and staff to ensure awareness of all relevant regulations governing travel.

Correspond with vendors, guest speakers, travelers and/or employees as needed; disseminate information and documents originating in the fiscal office; maintain fiscal office files; expedite paperwork to other locations as needed.

Update and maintain personnel services budgeting spreadsheets; prepare labor redistributions; review timesheets for accuracy regarding labor distributions. Coordinate collection and processing of the College's timesheets and work to resolve payroll issues that arise. Update management report with labor distribution changes as they pertain to changes in faculty workloads.

Personnel, Recruitment, Retention and Review
Manage and facilitate faculty and staff recruitment and retention activities, including completing required paperwork for initiating recruitments, advertising positions in accordance with University and HR requirements, monitoring screening documents and procedures, and maintain detailed recruitment files; assist and advise search committees in design and creation of position announcements, ads, salary range, screening criteria, interview/reference questions and serve on search committees. Oversee travel arrangements for recruitments.

Oversee faculty processes for unions; prepare professional profiles to determine and justify new faculty salaries; ensure contract letters for faculty appointments are processed in compliance with the applicable union contracts and university requirements; maintain union issue files; inform new faculty of COE policies and procedures.

Lead administrative staff and support Department Chairs in preparing Requests for Personnel Action (RPA). Process RPAs for all paid and non-paid actions. Prepare and process pertinent hiring documents in a timely and systematic manner, including New Hire Packets, job forms, and preparing contract letters for all positions. Communicate with faculty and staff regarding incomplete hiring paperwork, ensuring completeness and accuracy.

Manage faculty evaluation process and procedures, ensuring compliance with union contracts for promotion, tenure, post tenure and retention reviews (P&T); function as main point of contact for faculty P&T process; coordinate process with extended-site directors, department chairs, peer review committees, dean, and candidates; schedule meetings and submit public notices; set deadlines & inform faculty; provide clerical and substantive support to peer review committees; maintain secure confidential files; manage preparation, collection and distribution of workload agreements and annual activity reports for dean's review; manage faculty database and ensure all revisions to appointment letters & job forms occur as a result of rank changes.

Serve as liaison between COE staff, faculty, department chairs, UAA Human Resource Services, Academic Affairs' Faculty Services Office and the COE dean's office and other university administrative offices; respond to faculty and staff questions related to human resource issues; attend available HRS, OAA and other training sessions, investigate, research, and communicate information to COE dean's office staff, union office, and SW labor Relations staff; work directly with department chairs to provide guidance, counseling, and assistance on issues, procedures and practices within their areas of responsibility.

Supervise all COE student workers - approve work schedules and time sheets, coordinate student worker duties and assignments throughout COE departments, provide feedback and review of work performed to COE Dean.

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