Administrative Assistant

Administrative Assistant


Job No:


Classification:Administrative Generalist 3

Grade:Grade 76

Work type:On Campus, Staff Full-time

Administrative Unit:University of Alaska Southeast

School/Business unit:UAS School of Arts & Sciences


Categories: Administrative/Personnel, Office/Clerical


Position Summary:

Come work with us in Juneau! As an A&S administrative assistant, you'll join an inclusive, collaborative, and fun community of faculty members, students, and staff. In this role, you'll communicate and interact with a diverse group of people; respond to inquiries from faculty, staff, students, and the general public. Assist with and implement day-to-day academic policy, general office management, as well as building coordination for the Anderson Building and the Natural Sciences Research Lab (NSRL). The school of Arts & Sciences is seeking to fill an administrative position at our Auke Bay campus. This position provides administrative support with a focus on the staff, faculty, students, and visitors to the Anderson Building, located on the water at Auke Bay. Check out our campus tour:



10Facilities Support ------------------------ Serve as main point of contact for all visitors, students, staff, and faculty at the Anderson Building and the Natural Sciences Research Lab (NSRL).

• Ensure key swipe access for all personnel beyond the initial hiring process to include doors open / closed for holidays, semester course schedules, and special events (as needed).

• Coordinate facility maintenance and repair requests with UAS Facilities Services for multiple science labs and buildings.

• Coordinate scientific equipment repair and maintenance with appropriate vendors and/or contractors, in collaboration with procurement administrative assistant.

• Communicate updates of service outages and scheduled shutdowns to building occupants.

• Request special janitorial services from UAS Facilities Services, as required.

• Assist building occupants with UAS IT support requests and work orders.

• Coordinate with faculty and staff on risk assessments as required for events / courses offered in AND/ NSRL / ENVS.

• Position requires a level of independence and ability to juggle priorities in tight timelines.Essential 30Human Resources -------------------------- Departmental contact for Human Resources for all temporary employees (staff, adjunct faculty, teaching assistants and all student employees).

• Explain personnel procedures to employees, including hiring, contracts, time keep, and other related HR matters working collaboratively with UA HR Central Services and the UAS HR Coordinator.

• Responsible for providing accurate information for UA HR Central Services to process paperwork to hire adjunct instructors, students, and other temporary employees each semester.

• Follow UA policy on all HR issues. Maintain confidential HR working files. Proactively work to problem-solve issues with HR as needed.

• Track hiring from start to finish collaboratively with UA HR statewide (ensuring Banner information is accurate, including but not limited to, hours per pay period, budget codes).

• Assist in onboarding procedures for all temporary employees/adjunct faculty.

• Ensure access to Facilities, Classrooms, IT, Software, Blackboard, etc., is completed as part of the hiring process.Essential 60General Office Support -------------------------- Serve as point of contact for AND building, providing administrative support to the Anderson (AND) building faculty & staff occupants, students, and all visitors. Oversee and coordinate the Arts & Sciences van reservation process. Assist faculty with checking in and out vehicles. Coordinate travel for student field trips and manage travel arrangements for recruitment events. Provide backup support for procurement within Arts & Sciences. Assist and collaborate with Arts & Sciences administrative support staff with a variety of administrative tasks, special events and special projects as requested.


Knowledge, Skills, Abilities:

- Ability to manage multiple projects: highly organized and self-motivated, possessing time management and problem-solving skills and the ability to prioritize projects and work flow and make decisions using independent judgment.


- Excellent written and verbal skills and ability to communicate effectively with faculty, staff, students, and other constituents. Proficient in handling matters of a sensitive and confidential nature, exercise tact, diplomacy, sensitivity, and helpfulness when interacting with students and faculty from diverse cultural and social-economic backgrounds.


- strong computer skills including MS Office (Word, Excel & Outlook),


- Strong analytic skills and proficiency in decision support data systems, including development of database queries and synthesizing results for management reporting.


- Skill in tracking, documenting, and reporting budget changes to program leadership.


Preferred knowledge, skills, and abilities:


Experience with HR procedures and policies preferred.


Bachelor degree preferred.


Typical Experience:

Documented experience as an administrative assistant with at least 3 years of progressively responsible office/administrative responsibility.


Required Education or Training:

Associate degree, or an equivalent combination of education and/or work experience (bachelor degree preferred)


Possession of valid Alaska Driver's license.


Salary Information:


This is a full-time, 12-month, non-exempt staff position complete with both a competitive salary and New hires will be placed on the, Grade 76, based on education and experience.


Special Instructions to Applicants:


Please attach a resume, cover letter, and the names and contact information (email address and phone number) for three (3) professional references with your application.


The review process for applications will be begin on November 7, 2022.


The School of Arts & Sciences is seeking to fill an administrative position at our Auke Bay campus. This position provides administrative support with a focus on the staff, faculty, students, and visitors to the Anderson Building, located on the water at Auke Bay. Check out our campus tour:


*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.


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:


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.


Applications Close: Open until filled


To apply, visit:


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Juneau, AK

7 day(s) ago

Closing Date 2023-02-23