Administrative Assistant
University of Alaska - Sitka, AK

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Position number (PCN):
640012

Job Open Date

08-16-2012

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

09-03-2012

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

Open Until Filled

Months per Year

12

Job Location

Sitka_26

Department Legend
  • W = Statewide
  • A = UAA
  • F = UAF
  • G = UAFGI
  • S = UAS
S-Administrative Svcs Operations

Assignment Information

Regular

Major Org Unit

University of Alaska Southeast

Region

Juneau/Southeast Region

Job Type

Clerical/Office Support

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

No

Salary Grade Salary Schedule

00_76

Salary

$17.48/hour, advance placement available DOE

Bookmark to Job Posting

www.uakjobs.com/applicants/Central?quickFind=78095

HR Phone Number

University of Alaska Southeast - (907) 796-6273

HR E-mail Address

University of Alaska Southeast - personnel@uas.alaska.edu

Job Posting Information

Job Posting Summary

Primarily responsible for a variety of administrative and clerical support duties necessary to assist the administrative staff in the day-to-day campus affairs. Will also provide assistance and training in Microsoft Office software, Adobe Professional, and other programs as required.

Knowledge, skills and abilities required for this position.

--Knowledge of Windows-based operating systems --Sufficient knowledge of and experience using MS Office Software necessary to successfully perform duties --Strong skills in oral and written communication --Strong interpersonal skills to include patience, tact, diplomacy and integrity --Experience operating and troubleshooting basic office equipment --Technical ability and willingness to learn and utilize new software and campus technology --Appropriate experience providing positive customer service --Ability to interpret and apply campus rules and regulations --Ability to work independently to organize and meet deadlines, requires critical thinking, accuracy, and attention to detail --Ability to analyze complex situations and solve problems independently --Ability to establish and maintain various files and recordkeeping systems --Ability to work with individuals and/or groups in providing training

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

--High school graduate with two years of office/administration experience, or an equivalent combination of training and experience --Computer training/course work, or an equivalent combination of training and experience

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

--Beyond entry level experience in computer knowledge and data entry --Prior effective experience in providing positive customer service --Combination of experience and education/training which provides the knowledge, skills and abilities necessary to successfully perform duties

Preferred knowledge, skills or abilities for this position.

--Intermediate level experience in computer knowledge, understanding and use of MS Office Software (Word, Excel, PowerPoint, Outlook, etc.) and Adobe Acrobat Professional software --Ability to prepare inter-office forms utilizing Adobe Acrobat Professional software

Special Instructions to Applicants

The following documents are required: 1) COVER LETTER: provide a brief summary of your qualifications as they pertain to this job posting. 2) RESUME: be specific in your details and include dates of employment for each employer listed with a brief description of your duties, as well as qualifications and educational history. 3) REFERENCES: provide a list of three professional references, include at least one recent supervisor, with telephone numbers and email addresses for each. Indicate if the reference is a current supervisor, former supervisor, or co-worker. For assistance with the application process or for information regarding this position call Nicole Rogers, Human Resources at UAS Sitka Campus, at 907-747-7706 or e-mail at nrrogers@uas.alaska.edu

Special Conditions of Employment

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

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

2
Records

Duty:
--Provide support to the administrative office. Prepare correspondence which may include editing drafts, composing correspondence, drafting letters or memorandums, and/or initiating correspondence requiring knowledge of procedures and processes. Facilitate communication between regional campuses.
--Organize and schedule daily and monthly campus and community events, meetings, conferences and appointments, supervising functions to ensure positive outcome and to troubleshoot and resolve any complications that arise. Prepare and submit purchase requisitions for various campus functions, services and supplies, tracking purchases through the system/process. Create presentations and record and transcribe proceedings.
--Support campus projects such as accreditation, convocation, commencement, faculty reviews, etc. Compile information for routine reports, directories, course support, org charts, etc. Develop, maintain, and track records or confidential or complex files which may include faculty files or personnel files. Organize and maintain filing systems, filing and retrieving records and reports. Respond to routine requests for information. Maintain faculty databases.
--Maintain director's calendar; advise about commitments and schedule appointments. Prepare and submit director's travel documents.
--Maintain campus policies and procedures manuals, coordinating with other departments for content clarification. Develop internal processing or departmental procedures.
--Greet visitors to the administrative offices.

--Maintain proficiency in use of MS Office software, Adobe Professional, and other programs as required. Prepare, create and maintain enterable form documents for staff and faculty, providing training as needed. Assist in troubleshooting software and forms issues. Organize and facilitate training for staff and faculty as needed.

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