Program Support Specialist-School of Allied Health

• Job No:
525768
• Classification:Administrative Generalist 4
• Grade:Grade 77
• Work type:On Campus, Staff Full-time
• Administrative Unit:University of Alaska Anchorage
• School/Business unit:UAA College of Health
• Location:Anchorage
• Categories: Administrative/Personnel, Office/Clerical

Position Summary:
The School of Allied Health is seeking applications for two Program Support Specialists. We are seeking applicants who are organized, have a passion for learning and who prides themselves in being able to work independently yet be part of a bigger team of professionals within the School of Allied Health!

Duties:
10Other duties as assigned.Essential 25FACULTY/ADMINISTRATIVE SUPPORT: Conduct Banner, OnBase and UAOnline student research. Research curriculum and UAA curriculum website. Assist in scheduling and administration of professional development (CEUs) and contract training efforts. Administrative functions to include: mass e-mailing, document preparation, scanning, distribution of brochures, graduation certificates, initial student application processing, student surveys, processing of incoming and outgoing email, assist with special projects, and other administrative duties as assigned. Provide information for routine reports, directories, course support, org charts, etc. Provide logistical support and coordination for search committees or recruitment processes. Proofread typed materials for grammatical and typographical errors e.g., correspondence, reports, manuscripts, articles. Work with faculty to coordinate catalog updates or edits. Assist with special department and accreditation projects. Assist Office Manager with inventory of equipment and tracking departmental electronics. Recommend office supplies for purchaseEssential 25STUDENT SUPPORT First point of contact for students. Provide students with initial program information and direct students to appropriate faculty/departmental/advising resources. Respond to telephone, email and in-person inquiries about department and campus resources, program requirements, course availability, and enrollment and registration dates and processes. Support faculty advisors in processing student academic forms including add/drop, change of major, independent/directed study forms, overload petitions, program of study forms, etc., and ensure that forms are submitted by university deadlines. Track submitted forms for completion. Prioritize tasks and control the flow and distribution of correspondence related to instructional and student materials. Communicate student concerns to faculty. Create and maintain confidential student files and databases. Execute student registration overrides per faculty request. Assist students with background checks to ensure completion prior to practicum/externships placement.Essential 40PROGRAM SUPPORT Maintain current and accurate assorted databases and file sets relative to management of educational programs. Maintain current and accurate student and program files and assorted file sets necessary for efficient retrieval of relative program data. Assist the School with scheduling spring, summer, and fall classes. Ensure timely and accurate submission of academic schedules and proofs. Coordinate schedule changes, cancellations, and additions. Schedule rooms for classes and meetings. Track and report enrollment and other program data. Provide general administrative support as required for the activities of advisory committee meetings. Assist with graduation/pinning activities such as preparing graduation certificates, invitations, etc. Order course textbooks in a timely manner. Track and verify prerequisite restrictions are completed before lifting departmental approval holds for course registration. Coordinate with the Registrar ‘s office to resolve discrepancies related to missing course information, classroom assignments, etc. Receive or deliver materials and equipment. Cross-trained with other office personnel to provide coverage when others are out of the office. Develop, maintain and track complex program or student files.

Knowledge, Skills, Abilities:

• Ability to operate and troubleshoot office equipment.
• Strong interpersonal, customer service and public relations skills.
• Strong verbal, telephone, electronic and written communication skills, including grammar, punctuation and spelling.
• Ability to exercise discretion, confidentiality, and independent judgment.
• Ability to organize, file and track information.
• Ability to work independently and within a team.
• Ability to prioritize duties, multitask and adhere to deadlines.
• Ability to establish and maintain files and record keeping systems.
• Proficiency in a variety of computer software applications.
• Extensive word processing, editing and data entry skills with attention to detail.
• Proficiency with spreadsheets, electronic databases, and file management systems.
• Ability to learn new computer programs.
• Problem solving skills with the ability to analyze situations and resolve operational problems independently.
• Internet research skills.
• Strong organizational and time management skills with the ability to work independently and take initiative with little supervision.
• Ability to perform well under pressure.
• Ability to create reports for management using data gathered from various sources.
• Demonstrated knowledge and the ability to use tools for minor repairs.

Preferred:

• Knowledge of Division programs

• Knowledge of UAA Policies and Procedures

Preferred Experience & Education:
Three years experience in administrative support role.
Experience in general office procedures, practice and use of standard equipment.

Preferred Experience:

• Some post-secondary education

• Experience in health care Higher Education

• Experience using Banner, OnBase, and UA Online

Required Experience & Education:
High School graduation and three years progressively responsible office/administrative experience, or an equivalent combination of training and experience.

Salary Information:

This is a full-time, 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/benefits/compensation/files/fy24_staff_salary_grid.pdf, Grade 77, based on education and experience.

Special Instructions to Applicants:

** This is a on campus, front-facing position. Remote or hybrid work is unavailable**

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

Applications 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: 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 Jenifer Taylor, School of Allied Health, Administrative Specialist at mailto:jtaylor8@alaska.edu or 907-786-6933.

Applications Close: Open until filled

To apply, visit: https://apptrkr.com/4617889

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