Administrative Assistant-UAS School of Education

Administrative Assistant-UAS School of Education

• Job No:
• Classification:Administrative Generalist 4
• Grade:Grade 77
• Work type:On Campus, Staff Full-time
• Administrative Unit:University of Alaska Southeast
• School/Business unit:Juneau Campus Deans
• Location:Juneau
• Categories: Administrative/Personnel, Office/Clerical

Position Summary:
The University of Alaska Southeast School of Education (SOE) is seeking applicants for an administrative assistant. The incumbent will serve as the assistant to the Dean of the SOE and assist with the day to day operations of the department. Our ideal candidate is someone committed to providing excellent service to current and prospective students, faculty, staff, and school district partners. The is an on-campus position based on our Juneau campus on the shore of Auke Lake, about 10 miles north of downtown Juneau.

10COMMUNICATION: - Work in consultation with UAS Webmaster to maintain SOE website through the Content Management System (CMS). -Assist with all aspects of SOE event planning, marketing, advertising, and newsletter creation and distribution. -Provide backup support for answering general inquiries in the SOE email inbox.Essential 25PROGRAM SUPPORT: -Provide comprehensive administrative support to SOE students. This may include assisting students with registration overrides, navigating university policies and procedures, referring to other campus services, and more. -Provide comprehensive administrative support for program faculty as requested. Prepare course substitution forms, gate sheets, and maintain tracking documents as necessary for program accreditation. -Maintain a high level of customer service to faculty and students while answering general and specific inquiries pertaining to the department and SOE programs.Essential 30PLANNING: -Coordinate and track Proposed Course Offerings (PCOs) and textbook requirements including course and faculty changes each semester. This requires adherence to strict deadlines. -Use CourseLeaf (CLSS) system for maintaining course scheduling information. -Maintain and track adherence to six-year course sequence to ensure coordination of program requirements for student success. -Assist Administrative Manager with catalog revision management and other duties. -Point of contact for all professional development (ED 593) courses - including processing of paperwork, building proposed course offerings, and management of courses to ensure all grades are entered on time.Essential 35SCHOOL OF EDUCATION (SOE) ASSISTANT TO THE DEAN: -Prepare travel for the Dean using Corporate Travel Management (CTM) system. -Purchasing for Dean's office. -Responsible for departmental procurement, documentation, and coding of purchases in online banking system. - Coordinate and facilitate all types of correspondence, and draft correspondence from the Dean to internal and external entities. - Ensure timely distribution of correspondence from the Dean. -Maintain documentation for departmental travel card and procard. -With direction from the Dean, assist with scheduling, logistics, and recording/publishing of minutes for SOE meetings including but not limited to, community advisory groups, department meetings, program coordinator meetings, and accreditation work groups. -Requires good judgement and discretion in the handling of sensitive and confidential issues. -Research and locate information as needed for Dean's office, utilizing knowledge of university operations, policies, procedures, and regulations. -Provide support for the Dean's academic and administrative duties. -Manage the Dean's calendar. -Prepare Dean's list letters each fall and spring semesters. -Prepare honorariums, short form contracts, entertainment expense forms, and any necessary paperwork required for SOE operations. -General office duties such as organization of office supplies, filing, shredding, setting up meetings, ensuring the office is clean and presentable, and greeting all visitors with a warm welcome.

Knowledge, Skills, Abilities:

• Excellent Organizational skills, strong written and verbal communication skills, customer service skills, attention to detail, strong analytical skills, and ability to coordinate events.
• Knowledge of communication systems including Microsoft Office, Google Workspace, and quickly able to learn other University computer programs.
• Ability to interpret and communicate academic information; both in written and verbal forms to a diverse population.
• Ability to keep accurate and confidential records including electronic files, spreadsheets, and qualitative information.
• Ability to work independently, exercise good judgement in analyzing situations, making decisions, problem solving, and juggling multiple priorities at once.
• Provide effective customer service, interpersonal and collaborative skills working with individuals and departments across the university and school districts throughout the state.

Preferred Experience & Education:
Three years progressively responsible office/administrative experience, or an equivalent combination of training and experience.

Previous experience working successfully with people of diverse cultural and ethnic backgrounds is preferred.

Required Experience & Education:
High School Graduate
Preferred Qualifications:
Three years of office/administrative experience.
Experience using databases such as Banner, OnBase and/or Navigate (EAB)
Experience working with faculty and students on a college/university campus

Salary Information:

This is a full-time, non-exempt staff position complete with both a competitive salary and New hires will be placed on the, Grade 77, 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.

Applicants will be reviewed on a rolling basis until a successful candidate is identified. Review of application materials will begin immediately. Search and selection procedures will be closed when a sufficient and viable number of qualified candidates have been identified.

*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 affirmative action/equal opportunity employer, educational institution and provider 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 Michelle Nakamura, School of Education HR Coordinator, at or (907)796-6417.

Applications Close: Open until filled

To apply, visit:

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Juneau, AK

8 day(s) ago

Closing Date 2024-09-17