Program Assistant

University of Alaska

Full Time

Glennallen, AK

Posted

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Job description

Job Number:522177
Classification:Administrative Specialist 1
Grade:Grade 77 (11% GeoDiff)
Work type:On Campus, Staff Part-time
Administrative Unit:University of Alaska Anchorage
School/Business unit:UAA Prince William Sound College
Location:Glennallen
Categories: Administrative/Personnel, Business/Accounting/Finance, Office/Clerical

Position Summary:

Seeking an Environmental Sciences Program Assistant for the Copper Basin Extension Center of Prince William Sound College: The Copper Basin Extension Center is located in Glennallen, approximately 120 miles up the road from Valdez. In the heart of the Copper River Basin, Glennallen and its neighboring communities are the gateway to the Wrangell-St. Elias National Park, the largest national park in the country! The program assistant position comes with health and retirement benefits, flexible hours, and good pay. The primary duty of this position is providing support for the new Environmental Sciences program at PWSC as well as administrative support for the Copper Basin Extension Campus. Responsibilities may include administrative work typically found in a professional office environment such as reception, cash handling, running reports, producing announcements, and sending communications. In addition, the position will provide program support that may include grant management, event planning, logistical support, and educational outreach. The position supports the PWSC mission of using the unique resources and magnificent landscape to enrich the lives of our students and our communities. This position is for 30 hours per week, for 10 months out of the year. The two "off-contract" months are typically during the summer.

Duties:

20OFFICE MANAGEMENT -Provide support activities for the department such as answering telephones, scheduling appointments or assisting students, college employees and the public by responding to inquiries and concerns to resolve issues based on established college policies, making appropriate referrals as necessary, and assisting in the coordination of special events -Prepare brochures, newsletters, flyers, event schedules, marketing materials, and/or news releases for dissemination to internal and external audiences. May include creating first drafts, proofreading and editing documents, using desktop publishing software to perform document layout, as well as design and format publications, and coordinating the printing, publishing, and distribution process -Request, collect, organize, and edit materials for publication including newsletters, workshop proceedings, grant proposals, and annual reports. Work closely with faculty, researchers, graphic artists, print shops, and others to complete publications by established deadlines -May assist students with application, enrollment, registration, and testing processes or other student specific support services, which may include specific aid and eligibility guidanceEssential

25GRANT SUPPORT -Provide support to Principal Investigators for all facets of pre-award development, including complex federal, state, and private research -Prepare and submit grant proposals -Review and recommend revisions in grant applications, including budget documents; may obligate funds and authorize field purchases of equipment -Advise on policies, procedures, and regulations that pertain to research -Provide research faculty with information on sources of grant funding through federal, state, and private sector organizations or agencies and obtain correct application materialsEssential

25PROGRAM SUPPORT -Facilitate, monitor, and/or oversee departmental purchasing, including requisitioning of supplies and equipment and maintaining inventory log -Serve as principle coordinator for comprehensive educational outreach efforts -Develop, plan, and conduct training, seminars, meetings, or clinics -author and/or oversee generation of educational outreach curriculum models -Develop and maintain web-based educational manuals, resources, and presentations -Prepare and deliver public presentations related to program or project activities -Evaluate and monitor projects and/or programs in accordance with stated objectives and policy; establish methods of analyzing costs, benefits, and goal achievement; review and recommend revision as necessary; direct or assist in distribution of project funds -Coordinate and collect project and/or program management statistics, compiling them into program reports; prepare and submit narrative and statistical reports as requested by program manager -Provide logistical support for project and research staff as needed; assist in the safe execution of fieldwork for researchers; coordinate field site preparation -Comply with all published college rules, procedures, guidelines, and laws/regulations governing public employees including, but not limited to, those related to document retention and destruction, FERPA, and confidentiality -Provide excellent customer service through courteous, informed, accessible, and professional engagement -Perform other duties as assignedEssential

30EVENT COORDINATION -May coordinate and/or supervise a specialized function -Coordinate activities with internal and external customers -Arrange special conferences and meetings, including coordinating the use of facilities, services, and equipment Negotiate with vendors or event planners to secure best contract terms possible -Supervise special events to ensure positive outcome -Troubleshoot and resolve situations that arise during events -May include fiscal responsibilities associated with eventsEssential

Knowledge, Skills, Abilities:

Knowledge of basic computer operations

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

Possesses in-depth budget and fiscal skills

Possesses advanced internet research skills

Ability to coordinate events

Working knowledge of computer information systems and applicable software and databases

Ability to perform specialized complex clerical work and/or a wide variety of clerical services requiring independence, judgement, and initiative in determining office needs, in prioritizing and organizing work, and in determining the appropriate action to be taken

Ability to comprehend written material and interpret and apply policies, rules, and regulations

Ability to establish and maintain effective working relationships with individuals and groups abd to work successfully as a member of a team

Ability to communicate effectively, both orally and in writing, and to organize and present facts and opinions on a variety of topics

Ability to exercise good judgement in analyzing situations and making decisions

Typical Experience:

Substantial experience in a professional office environment.

Required Education or Training:

Some college coursework and one year experience related to program specialty, or an equivalent combination of training and experience; OR three years of progressively responsible office/administrative experience

Salary Information:

This is a part-time, 10-month, non-exempt staff position complete with both a competitive salary and full employee benefits package. New hires will be placed on the UA staff salary schedule, Grade 77, 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 17, 2022.

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 Casey Frahm, HR Coordinator, PWSC Institutional Support, at cefrahm@alaska.edu or (907) 834-1613.

Advertised: 09 Dec 2022 Alaskan Standard Time
Applications close:

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Program Assistant

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