Faculty Office Manager
University of Alaska - Kenai, AK

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Position number (PCN):
500153

Job Open Date

02-15-2013

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

03-01-2013

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

Months per Year

9

Job Location

Kenai_16 Soldotna_72

Department Legend
  • W = Statewide
  • A = UAA
  • F = UAF
  • G = UAFGI
  • S = UAS
A-KPC Academic Support

Assignment Information

Regular

Major Org Unit

University of Alaska Anchorage

Region

SouthCentral

Job Type

Business Clerical/Office Support Customer Service Data Analysis, collection and entry

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

No

Salary Grade Salary Schedule

00_77

Salary

$19.70 per hour

Bookmark to Job Posting

www.uakjobs.com/applicants/Central?quickFind=80183

HR Phone Number

University of Alaska Anchorage - (907) 786-4608

HR E-mail Address

University of Alaska Anchorage - uaa_akjobs@uaa.alaska.edu

Job Posting Information

Job Posting Summary

Kenai Peninsula College is looking for an exceptional individual to fill the position of Faculty Office Manager. KPC's Kenai River Campus (KRC) is a dynamic community campus of the University of Alaska Anchorage. This position is a key support position for the KRC faculty, serving as office manager, supervising one full-time staff person, temporary staff and student workers. KPC is looking for someone with strong organizational, supervisory and computer skills, who can manage a busy office which includes a complex system including budgets and scheduling. This position requires excellent customer service skills towards faculty, staff, students and members of the public. This is a 9 month position but the successful candidate will work through this coming summer in preparation for the academic year. First review of applications will be 3/1/2013 but later applications may be accepted until the position is closed. SUMMARY: Kenai Peninsula College (KPC) is a campus of the University of Alaska Anchorage. The college has four units located at four locations and is comprised of: -Kenai River Campus, Soldotna -Kachemak Bay Campus, Homer -Resurrection Bay Extension Site, Seward -Anchorage Extension Site, University Center, Anchorage The campus offers five 4-year degree programs, 14 associate degrees and five certificates. The college has 45 full-time faculty, 55 staff, 50+ student employees, and 100+ part-time faculty each semester. KPC enrolls more than 3,000 students/semester. We especially encourage applications from candidates who understand the diversity present in our community and student body, and who will enhance and promote engagement with other cultures.

Knowledge, skills and abilities required for this position.

  • Excellent verbal and written communications skills. *Excellent customer relation skills, with students, staff, faculty and campus visitors *Strong interpersonal and teamwork skills working with diverse populations of students, faculty, staff. *Excellent organizational skills and the ability to manage a fast paced, multi-tasking environment with multiple interruptions and still meet deadlines. *Ability to supervise regular and temporary staff and student employees. *Excellent computer skills, including but not limited to MS Office (Excel, Word, Outlook, PowerPoint, email). *Ability to update web pages. *Ability to oversee and manage budgets, especially for lab/studio art procurement, travel and professional development budgets. *Accuracy in handling detailed work that requires analytical and problem solving skills. *Ability to review and analyze documents for accuracy and compliance with policies. *Ability to organize meetings and events. *Knowledge of use, operation and maintenance of fax, printers, copiers and telephone systems. *Displays effort and commitment to performing work and operates effectively within the organizational structure. *Ability to work independently. *Accepts direction and feedback from supervisor and follows through appropriately. *Ability to perform well under pressure and maintain confidentiality.
Typical education or training required for this position (including licenses).

High School graduation and three years progressively responsible office/administrative experience, or an equivalent combination of training and experience. Current Driver's License Required. Preferred: Associates degree in a related field.

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

  • Three years administrative support experience required of similar type positions, showing increased responsibility or accomplishments related to office management. *Experience supervising staff. *Experience that demonstrates a proficiency in computer programs to include word processing, spreadsheets and email. *Experience organizing special events and public relations. *Experience dealing with confidential matters. Preferred: *3+ years of experience supervising regular staff. *5+ years administrative support experience with evidence of excellent organizational skills. *Advanced computer experience including a variety of databases and software applications.
Preferred knowledge, skills or abilities for this position.

Knowledge of University of Alaska policies and procedures.

Special Instructions to Applicants

Please submit your on-line application and electronically attach the following documents: 1. Cover letter 2. Comprehensive vita/resume 3. Three (3) professional references with titles, addresses, phone numbers and email contact information Position requires onsite interview at the candidate's expense. This position is not eligible for relocation benefits. Hire is contingent upon a successful background check. All of the above requirements must be submitted online before your application will be considered. You may call 907-786-4608 if you need help with the application process. Applicants needing reasonable accommodation to participate in the application or interview process should call 907-262-0317 or email inemr@uaa.alaska.edu.

Special Conditions of Employment

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

Ability to shelve and box textbooks. Ability to lift up to 50# boxes.

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

5
Records

Duty:
KRC Faculty Office Management:
  • Oversee all staff, duties, projects and matters pertaining to the Faculty Office.
  • Collaborate with all KPC departments to ensure effective operating processes and procedures.
  • Assign projects to staff as needed.
  • Interview, hire, train, and evaluate the performance of assigned staff.
  • Supervise all staff in the KRC Faculty Office including regular, full-time administrative assistant, all temporary assistants and all student workers.
  • Represent the Faculty Office in matters as authorized.
  • Develop and maintain internal processes and departmental procedures.
  • Manage Faculty Office Records which include confidential or complex files, including (but not limited to) syllabi and other records and reports, including digital versions of records.
  • Troubleshoot and resolve problems that may arise during day-to-day office operations.
  • Oversee special events to ensure positive outcome, including but not limited to Adjunct Orientation. May include the fiscal responsibilities associated with the events.
  • Trouble-shoot and resolve special situations that arise during special events.
  • Supervise staff participation in events including Commencement, Pinning Ceremony, Welcome Back BBQ and other events as needed.
Administrative & academic support to KRC adjunct and full-time faculty:
Oversee all faculty support services including
  • Administrative liaison between adjunct instructors and faculty chairs and KPC administration.
  • Coordinate office support to 100 faculty and adjuncts, in conjunction with rest of Faculty Office staff.
  • Distribute information to students, part-time and full-time faculty, in multiple modes (email, hard copy, telephone).
  • Obtain publishers exam/desk copy and ancillary text book materials when requested by faculty.
  • Provide faculty information on campus academic calendar, courses, grade posting, evaluation process, programs, UAA and campus academic policies and procedures, and general personnel-related questions.
  • Facilitate instructor textbook orders, in coordination with Bookstore Manager.
  • Assist students to find their faculty advisor or direct them to other resources.
  • Assist faculty with course support as requested.
  • Develop and maintain Adjunct Faculty Handbook, in conjunction with faculty and administration.
  • Coordinate the use of facilities, services and equipment.
  • Support faculty in their preparation of travel arrangements, travel claims, expense reports, administrative forms and reimbursement requests.
Semester Course Schedule:
  • Coordination, preparation and final production of campus semester course schedule.
  • Electronic development of semester course lists for forwarding to KRC schedule production staff and all of KPC scheduling team.
  • Maintain scheduling records, including room matrix and fee list.
  • Submit changes and additions to course schedule.
  • Verify and review materials for completeness and conformance with established regulations and procedures.
Budget Maintenance/Purchasing:
  • Prepare budget revisions.
  • Process purchase requests using the CASE system, Pro Card, journal vouchers and requisitions.
  • Maintain Faculty Office and Academic Department budgets using Banner, Qmenu.
  • Make recommendations on academic department budget allocation decisions.
  • Serve as petty cash custodian.
Office Support:
Oversee all office duties including
  • Answer the phone, take messages and disseminate information.
  • Open, sort, distribute, collect and deliver mail.
  • Maintain an inventory of equipment and supplies.
  • Order supplies and equipment to support offices, programs, labs, academic programs as requested by faculty.
  • Receive or deliver materials and equipment.
  • Compile and communicate information for routine reports, directories, distribution lists and adjunct lists.
  • Schedule meetings, including reserving facility and arranging audio/video support.
  • Record and transcribe proceedings of Academic Review Committee meeting.
  • Coordinate with other units as needed to clarify policies and procedures.
  • Maintain and develop routine web pages.
  • Respond to routine requests for information verbally and via email.
  • Operate and trouble-shoot photocopiers, fax machines and printers.
  • Photocopy materials as needed for faculty.
  • Maintain office keys for adjunct faculty.

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