Program Assistant

• Job No:
524604
• Classification:Administrative Specialist 2
• Grade:Grade 78
• Work type:On Campus, Staff Part-time
• Administrative Unit:University of Alaska Fairbanks
• School/Business unit:UAF Institute of Agr Nat Res & Ext
• Location:Delta Junction
• Categories: Administrative/Personnel, Business/Accounting/Finance, Office/Clerical

Position Summary:
The UAF Institute of Agriculture, Natural Resources and Extension (IANRE) is seeking a dynamic Program Assistant to provide administrative support for the current extension faculty member, visiting research faculty and staff as well as outreach programming for the Integrated Pest Management, Pesticide Safety Education Program, and other related programs. On this team you would work among a diverse set of professionals that are passionate about the Land Grant Mission and outreach within our communities. The Program Assistant should have strong organizational, communication, computer and office skills. We seek a proactive and independent individual with the ability to take initiative. This person must be able to work with diverse individuals, be able to handle frequent interruptions and enjoy working in a fast paced, energetic, constantly changing and community-centered office. As the Program Assistant you will be responsible for providing primary administrative support in terms of coordinating communication, frontline customer service, calendaring, and project coordination. Some evening, weekend, or extended hours work may be required.

Duties:
1-50IANRE and Agricultural Research Service:
• Provide general administrative support for IANRE programing
• Provide administrative support for ARS grant funded research for local and statewide programing and outreach
• Answer the phone, take messages, and disseminate information
• Screen calls/correspondence, answer routine inquiries, and/or provide information or refer inquiries to appropriate staff members
• Open, sort, distribute, collect, and deliver mail
• Maintain an inventory of equipment and supplies
• Order supplies and equipment to support offices, programs, labs, etc
• Receive or deliver materials and equipment
• Proofread typed materials for grammatical and typographical errors (e.g., correspondence, reports, manuscripts, articles)
• Prepare correspondence which may include editing drafts, composing correspondence for supervisor's signature, drafting letters or memorandums, and/or initiating correspondence requiring knowledge of procedures and processes
• Compile information for routine reports, course support, etc
• Maintain office calendar; advise about commitments and schedule appointments
• Schedule meetings, including reserving facility and arranging audio/video support
• Record and transcribe proceedings of meetings and conferences
• Coordinate with other divisions or units as needed to clarify policies and procedures
• Respond to complaints and routine requests for information
• Verify and review materials for completeness and conformance with established regulations and procedures
• Operate automated text and data processing equipment to input, access, and retrieve data
• Operate and troubleshoot photocopiers, fax machines, and printers
• Photocopy materials as needed for department staff
• Open/close offices (maintain office keys)
• Maintain office conference room facilities
• Coordinate contractual maintenance for office software/hardware
• Troubleshoot and resolve problems that may arise during day-to-day office operations
• Organize and maintain filing systems; maintain records related to specific area of assignment
• Process small purchases via university credit card
• Serve as petty cash custodian
• May request large purchases from procurement office and recommend items for purchase
• Prepare deposits, and/or maintain department soft ledgersEssential 2-40Outreach, Event and Travel Coordination - IANRE and Agricultural Research Service Prepare and develop information and materials to be used in conducting and/or facilitating training, meetings or seminars, including lesson plans, training guides, participant manuals, videos, slides and other materials for the Extension Agents presenting programming in the local area. Schedule, coordinate, and promote training classes, workshops, seminars, conferences, special events or meetings for IANRE and ARS funded faculty and staff by:
• Being responsible for logistics for all classes and programming.
• Coordinating with IANRE Communications on developing and distributing advertising materials.
• Coordinating registration and event listings through uStore or other appropriate platforms.
• Coordinating with visiting faculty to prepare and present programming for local community in order to meet the identified needs of the community.
• Coordinating training/educational activities with agency personnel, contractors, community/professional organizations, and other providers.
• Coordinate activities with internal and external customers
• Arrange special conferences and meetings
• Coordinate the use of facilities, services, and equipment
• May include fiscal responsibilities associated with events
• Negotiate with vendors or event planners to secure best contract terms possible
• Supervise special events to ensure positive outcome
• Troubleshoot and resolve special situations that arise during event
• Coordinate travel and accommodation arrangements for department staff as necessary
• Prepare and submit travel claims, expense reports, and reimbursement requestsEssential 3-10IPM and Extension Information Coordination Guide and advise clients by:
• Answering clientele basic questions and disseminating established Extension information by recommending appropriate publications.
• Consulting with extension faculty for unusual questions or issues.
• Speaking before interested agencies and groups to disseminate information.

Knowledge, Skills, Abilities:
Knowledge of computers, hardware and strong computer software skills including Microsoft Office (Word, Excel and PowerPoint); Google applications including email, drive, calendar and docs. Knowledge of basic phone skills and etiquette. Skilled in providing excellent customer service. Ability to operate and troubleshoot basic office equipment.

Ability to communicate effectively. Ability to maintain confidentiality. Ability to follow directions
given by supervisors or co-workers. Ability to file and track information.

Basic fiscal skills. Ability to use computer scheduling programs. Ability to multi-task and prioritize projects. Ability to establish and maintain files and recordkeeping systems.

Knowledge of training principles, equipment and materials. Knowledge of course development methods and techniques. Ability to apply knowledge of instructional methods for youth, adult learners, and/or special populations (e.g., disabled or at-risk). Ability to develop original training content and material.

Ability to establish and maintain effective working relationships with others. Ability to conduct classroom training, workshops or seminars; ability to use video, audio and other types of equipment to present training. Ability to plan and organize adult and/or child education training and facilitation activities; and to plan and evaluate training activities.

Ability to conduct/willingness to learn IPM field work methods including site visits. Ability to work occasional evenings and weekends.

Preferred Experience & Education:
Strong organizational skills and ability to work independently. Ability to work well with the public.

Required Experience & Education:
High school diploma or equivalent. Some college coursework and one year experience related to program specialty, or an equivalent combination of training and experience; OR two years of progressively responsible office/administrative experience. Competency in Microsoft Office including Word, Excel and Powerpoint; Google applications including email, shared files and calendar management.

Valid Alaska Driver's License with clean driving record.

Salary Information:

This is a part-time, 12-month, non-exempt staff position complete with both a competitive salary and https://alaska.edu/jobs/benefits.php. New hires will be placed on the https://www.alaska.edu/hr/talent/files/fy23-salary-schedules/FY23_A4_Staff-Salary-Grid_com-Hrly-bi-ann_w-desc-rpt.pdf, Grade 78, based on education and experience.

Special Instructions to Applicants:

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

Applications will be accepted for review on June 2, 2023, to ensure consideration, please apply by 11:55 PM, Alaska Standard Time on DAY BEFORE REVIEW DATE June 1, 2023.

*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: http://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 Kenna Metivier, Signers' Business Office Assistant HR Manager, at mailto:kjmetivier@alaska.edu or 907-474-1847.

Applications Close: Open until filled

To apply, visit: https://apptrkr.com/4198312

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