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Check with seller Administrative Assistant Anchorage

Published date: April 3, 2022
  • Location: Anchorage, Alaska, United States

The UAA Facilities Planning & Construction (FP&C) office is recruiting for an energetic, organized, and detail-oriented Administrative Assistant who is ready to take on exciting multifaceted work within a team transforming UAA's built environment. The Administrative Assistant works with and provides administrative support for a team consisting of project managers, associate project managers, fiscal manager, contracting officer, campus planner, and GIS technician led by the department director. The duties include administrative and department support through document preparation, data collection, report generation, front desk responsibilities, department website management, department procard management, analysis, problem-solving, maintain department files, fiscal support, procurement support, department travel specialist, special projects, and general administrative tasks.

Duties:
10Department Website Management: Maintain and update content on Facilities Planning & Construction website including project solicitation information, documents, forms, and department information.Essential
10General Support: • Act as an ambassador for Facilities Planning and Construction to the University staff, faculty, students, community campuses, local community, and others related to facilities and campus planning and construction issues. • General support and facilities related assignments may include, but are not limited to, participating in personnel hiring selection committees and other department related committees; and representing Facilities Planning and Construction as a team member of the University emergency operations center.Essential
10Special Projects and Assignments: Assist with administrative duties associated with special projects and participate on department/campus committees and work groups.Essential
35Administrative and Department Support: • Work is performed under administrative supervision. • Provide administrative assistance to all members of department including project managers, associate project managers, campus planner, fiscal manager, construction contracting officer, Director of Facilities Planning & Construction, and other non-department staff as directed. • Assist with day-to-day administrative functions to include preparing 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. • Responsible for reception desk duties including: answer phones calls, take messages, and disseminate information; screen calls/correspondence, answer routine inquiries, and/or provide information or refer inquiries to appropriate staff members; assist visitors; receive and process department mail; maintain department general email; maintain department general office equipment and supplies. • Provide departmental and project data management and reporting with use of Banner, project management information system, AIM, TOAD, Excel, and other programs as required. • Facilitate FP&C client satisfaction surveys and provide regular analysis reports to management. • Process project requests – assign project numbers, create project in project management information system software, set up project folders on department server, communicate with assigned project manager, and create project activity codes in Banner. • Review, update, and maintain vendor insurance certificate information in project management information system. • Provide project management information system software support – manage project participants, create consultant/contractor/vendor contacts and logins, troubleshoot user problems, and facilitate report development and generation. • Provide conference and meeting support including preparing materials and technical equipment as needed, recording minutes, and providing follow-up documents as directed. • Provide direct project administrative assistance to include - assist project solicitation processes from solicitation document development through contract award for Invitation to Bid, Request for Quote, and Request for Proposal solicitations; receiving, securing, and recording bid/proposal submissions. • Maintain department's physical and electronic filing systems. • Participate in department policy and process improvement committee activities. • Serve as an event approver for centrally scheduled department conference room through university facility scheduling software.Essential
35Financial, Procard and Travel: • Work is performed under administrative supervision. • Provide support to Fiscal Manager with invoice processing; review and analyze invoice for compliance with executed contracts; prepare invoices for departmental approvals and submit to Accounts Payable. • Provide support to Fiscal Manager with soft ledger reconciliation, problem-solve fiscal transaction discrepancies, make routine corrections as necessary, or prepare recommendations for corrective action. • Enter and extract financial information from university’s Banner system. • Extract project financial information from Banner and AIM systems for related charges from internal sources and update project management information system. • Prepare and process purchase requests, journal vouchers, and requisitions related to department purchases. • Process small purchases via university procard. • Assist Contracting Officer as needed to submit requisitions for purchases related to project work. • Maintain, track, and reconcile procard transactions for the department cardholders. • Prepare procard logs and monthly statements for review and approval. • Act as a delegate in the university travel software for department travelers as needed, provide technical assistance to travelers, and advise travelers of university travel policies and regulations.Essential

Facilities Planning and Construction (FP&C) is responsible for the planning, budgeting, contract management, and construction of professionally designed buildings and facilities for the University of Alaska Anchorage (UAA) campus and its extended community campuses - Kenai Peninsula College (including Kachemak Bay Campus), Kodiak College, Matanuska-Susitna College and Prince William Sound College. UAA encompasses over 375 acres, has 99 buildings consisting of 3.6 million gross square feet of building space. The primary focus of FP&C is to ensure new construction, major renovations and alterations are designed to support the mission of the university and that physical development meets academic program requirements in support of all UAA campuses.

KNOWLEDGE/SKILLS/ABILITIES:

  • Strong verbal and written communication skills.
  • Ability to communicate effectively.
  • Ability to work in an environment of change.
  • Ability to foster a collaborative team environment.
  • Ability to foster a climate receptive to diversity.
  • Knowledge of advanced computer programs and operations.
  • Proficient with Microsoft software (Excel, Word, etc.) and Adobe Pro.
  • Knowledge of relational databases and the Banner system.
  • Knowledge of design and maintenance of web sites.
  • Ability to analyze situations, solve problems independently, and provide conflict resolution.
  • Ability to recommend changes in administrative policies.
  • Ability to develop new administrative procedures.
  • Ability to use computer scheduling programs.
  • Ability to multi-task and prioritize projects.
  • Ability to establish and maintain files and recordkeeping systems.
  • Knowledge of basic phone skills and etiquette.
  • Skilled in providing excellent customer service.
  • Ability to operate and troubleshoot basic office equipment.
  • Ability to maintain confidentiality.
  • Ability to file and track information.
  • Knowledge of basic contracts and ability to interpret terms and conditions.
  • Intermediate budget and fiscal skills.
  • Ability to understand fiscal and purchasing policies, rules & regulations.
  • Ability to coordinate events.
  • Ability to perform well under pressure.
  • Ability to create reports for management using data gathered from various sources.
TYPICAL EXPERIENCE:
A minimum of three years of progressively responsible office/administrative experience, or an equivalent of training and experience.

REQUIRED EDUCATION OR TRAINING:
Position requires at least a High School diploma.

This is a full-time, Grade 77, minimum $21.81 hourly, DOE, 12-month position complete with a competitive salary and UA employee benefits package.E.

To apply for this position, please provide a cover letter, resume, and contact information for three professional references with your application. An initial review of applications will begin on November 8th, 2021. To ensure consideration, please apply by November 7th, 2021 at 11:55 pm Alaska Standard Time. This position will remain open until filled.

Term Position:
This position is a term-funded position and is reviewed annually for contract renewal at the University's discretion.

Reasonable Accommodation Statement:
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.

Affirmative Action Statement:
UA is an AA/EO employer and educational institution and prohibits illegal discrimination against any individual: www.alaska.edu/nondiscrimination

Background Check:
The successful applicant is required to complete a background check. Any offer of employment is contingent on the background check.

Probationary Period:
Pursuant to University Regulation 04.07.020, new employees of the University are employed in an at-will probationary status for the first six months of employment. During the probationary period, employment may be terminated for no reason or any reason. Promoted employees also serve a probationary period with limited rights of retreat.

Public Disclosure Statement:
Your application for employment with the University of Alaska is subject to public disclosure under the Alaska Public Records Act.

University of Alaska is a Drug-Free Workplace. University of Alaska campuses are Tobacco-Free.

Training Policy:
It is the policy of the University of Alaska (UA) that all employees are required to complete training to meet the requirements of the positions they hold, and to complete the required training within a specified period to remain employed at the UA.

Contact Information:
If you have any questions regarding this position, please contact University of Alaska HR at 907-450-8200.

Advertised: 21 Oct 2021 Alaskan Daylight Time

Applications close:

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