IT Business Coordinator

• JOB NUMBER: 521317

• CLASSIFICATION: Administrative Generalist 4

• GRADE: Grade 77

• WORK TYPE: Hybrid, On Campus, Staff Full-time

• ADMINISTRATIVE UNIT: University of Alaska Anchorage

• SCHOOL/BUSINESS UNIT: UAA VCAS Information Technology Svc

• LOCATION: Anchorage

• CATEGORIES: Human Resources, Information Systems/Technology, Business/Accounting/Finance

Position Summary:

UAA Information Technology (IT) Services is seeking applications for the Business Coordinator position. The Business Coordinator is an essential member of the IT Business Office team, which provides support both internally to the IT Services team and externally to the UAA community. Responsibilities include administrative and program support, purchasing, billing, and office operations. The ideal candidate has experience in customer service and business environments, excellent communication skills, and the ability to work in a fast-paced, dynamic environment. UAA IT Services is a great place to work, with a positive team dedicated to student, faculty, and staff success. This is a full-time Grade 77 position complete with a UA employee benefits package and the potential for a hybrid (remote and in-person) work schedule.

Duties:

HR Responsibilities o Act as a liaison between IT and the Shared Services HR Coordinator. o Provide recruitment support to search committees if needed. May include arranging for position advertisement. o Prepare memos for HR related items including, but not limited to, out of class pay, exceptional step placements, and interim assignments. o Assist with IT department level onboarding/offboarding items. o Responsible for department time sheet coordination, including timesheet reminders and follow-up on incomplete or erroneous timesheets o Act as a resource to IT staff on where to go for HR informational needs o Manage, maintain, archive IT Services’’ HR files.

Office Operations o Support IT reception duties to include greeting of customers, scheduling of the IT conference rooms, and distribution of all department mail as applicable. o Provide first-line telephone customer services support for the campus Switchboard. Answer up to and more than 200 calls per day assisting and directing students, staff, faculty, and the public to appropriate campus contacts. o Serve as sentry to the reception counter ensuring preservation of the secured IT office area environment. o Oversee the incoming and outgoing of computers in support of the IT Desktop Team. Manage all related paperwork for customer dropping equipment for work orders to include agreement for limitations of liability and customer’s agreement to service terms. o Oversee checkout process of IT Vehicle and Communications Room keys. o Maintain office supply stock and place orders as needed.

Fiscal and Purchasing o Responsible for the preparation, submission, and tracking of fiscal documentation including, but not limited to, purchasing requests, purchase orders, procurement card purchases and reconciliation, and invoice payments. o Process journal vouchers, budget revisions and labor reallocations as required. o Manage billing for Desktop Service and Telecommunications work order requests. o Process cash, check, and credit card transactions for Desktop Services personal computer work orders. o Prepare, reconcile, and deliver deposits. o Assist with travel authorization requests, airfare booking, and travel expense reports. o Research budget and billing inquiries. o Manage package shipping/receiving/distribution process. o Assist with maintenance of IT fiscal files.

Administrative/Program Support o Provide administrative support to all members of the IT Management Team and all IT employees. o Plan, coordinate, and facilitate events related to information technology to include site/logistical reservations, catering, publications, technology requirements, communications, and travel. o Provide support for special IT projects. o Participate in the development of processes and procedures. o Assist in the design and distribution of IT- related flyers, banners, posters/signs, and advertisements. o Assign task to Student Assistant position as needed. o Make updates to the IT Services website if needed. o Establish contacts/good working relationships with vendors, department, faculty, staff, student groups, and organizations. o All members of this team are required to provide back-up support to one another, and as such, must be fully trained in the responsibilities and requirement of each other’s respective duties. o All other duties as assigned.

Knowledge/Skills/Abilities

Excellent written and verbal communication skills to include technical writing and public speaking skills. Exceptional interpersonal, conflict management, troubleshooting, analytical/problem solving, time-management, and organizational skills required. Stellar troubleshooting and customer service skills are essential, as well as the ability to work in a diverse environment. Must be able to uphold and maintain strict confidentiality. Must be able to work independently as well as part of a team. Ability to make independent decisions and work under fast-paced/high-pressure environment.

Experience with bookkeeping, account reconciliation and purchasing. Experience providing administrative support to a department and leadership positions. Advanced skills with Windows operating systems and software application suites such as Word, Excel, Access, PowerPoint, and Outlook. Skill utilizing general office equipment.

Experience with Banner (HR/Finance/Student) and Information Technology Service Management (ITSM), or a form of ticket/incident management software, preferred. Experience with cash-handling procedures preferred. Knowledge of FERPA standards and requirements, and familiarity with Information Technology Library (ITIL) practices preferred, but not required.

Typical Experience

Experience in one or more of the following areas:

• Customer service-focused environment or a service-driven industry.
• Business administration or professional office roles
• Bookkeeping, accounting, purchasing, billing, or cash handling practices including but not limited to auditing and reconciliations.

Required Education or Training:

Associate's degree in business, accounting, or other applicable field or equivalent training and work experience.

An unrestricted Alaska driver's license is preferred.

A background check release of information form must be completed and all results must be satisfactory as a condition of employment.

This is a full-time, benefitted position complete with a UA employee benefits package. Grade 77 / Step 1 $21.81/hr DOE

Required Application Materials: Please attach a resume, cover letter, and a list of at least three professional references with contact information.

Application Review Date: Review of applications will take place on August 10, 2022. To ensure consideration, please submit an application by 11:55 pm Alaska time on August 09, 2022.  

*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.

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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 University of Alaska HR at 907-450-8200.