Program Support Specialist Job Vacancy in University of Alaska Anchorage, AK 99508 – Latest Jobs in Anchorage, AK 99508

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Company Name : University of Alaska
Location : Anchorage, AK 99508
Position : Program Support Specialist

Job Description : Are you ready to showcase your exceptional communication and organizational skills? Do you like helping people and solving problems? The College of Arts and Sciences is looking for team-oriented Individuals to join our Academic and Student Support staff. We are hiring for multiple positions at this time. These positions provide assistance to multiple departments in one or more divisions, ensuring the smooth operation of the College’s administrative functions. These positions are located on the Anchorage campus with opportunities for some remote work for those who desire a hybrid schedule. UAA provides excellent benefits: • 12 paid holidays per year plus generous paid time off • Tuition waivers for yourself and family members • Affordable Medical, Dental and Vision Care coverage • State of Alaska PERS retirement plan • Employee assistance program and a free wellness program with financial incentives for participation
Duties:
10Event Support and External Outreach In collaboration with the team lead, provide event management support for ongoing department seminars, recruiting events, student exhibitions, student performances and thesis defense to include room scheduling and coordinating event promotion. Support faculty with the creation of event flyers using branded templates and coordinating social media and website content with CAS Social Media/Communication Specialist.Essential
25Course Schedules Provide administrative support to divisional associate dean(s), director(s) and various department chairs throughout the course scheduling process. Coordinate with team lead and partner with other support staff as needed to meet deadlines. Receive final course offering plan from department chairs and directors. Submit and track changes to the course schedule. Review information for inaccuracies and alert appropriate associate dean(s) and department director(s) or chair(s) to prevent class schedule errors that could potentially affect enrollment or a faculty member’s workload. Proactively monitor classroom scheduling. Collect information to complete room scheduling and prepare selected topic forms. Provide information and keep faculty informed on textbook order processes, assist in the adoption process for courses with no assigned instructor or a new adjunct instructor.Essential
30Records Management Maintain confidential faculty and student academic files and other department files. Maintain lists of admitted/actively enrolled majors for all divisional programs. Collect, file, and track graduate student evaluations. Communicate graduate program admission requirements with applicants. Collect and graduate program application packet materials. Distribute completed graduate admission packets for review by departments. Follow up with decision letters. Collect and archive course syllabi. Maintain divisional contact information. Process faculty-initiated paperwork including grade changes, incomplete grade contracts, and independent and directed study contracts. Track student paperwork such as academic petitions, changes of major, tuition waivers, internship contracts, graduate school and other student forms that require administrative assistance. Assist with the collection and collation of data for program review, accreditation, and other requested division or department reports as assigned. Maintain the academic and graduate program support sites as needed. Responsible for power form maintenance and development as well as electronic signature workflows.Essential
30Student and Faculty Support First point of contact for the division. Answer divisional main phone line and manage assigned divisional/departmental email accounts, screen calls/emails, answer routine questions and/or inquiries, and provide information or refer inquiries to appropriate faculty, advising, or staff members. Update departmental email lists (listservs). Communicate semester deadlines to faculty. Communicate unexpected class cancellations with affected students. Open, sort, and distribute mail. Maintain and troubleshoot general office equipment. Maintain key inventory. Request keys for faculty, staff, and students for assigned departments. Regularly meet with other divisional staff to discuss ongoing business and communicate with other staff any potential issues in the division. As needed and as directed by the divisional lead, work directly with students to help them navigate Graduate School requirements for course study plans, thesis/dissertations/professional projects and graduation. Run student progress reports for periodic review. Communicate deadlines and milestones to graduate students. Provide support and guidance to students submitting their theses to the graduate school. Work closely with the Department Chairs, Graduate Affairs Committee and Graduate School.Essential
5Other Provide backup to other Program Support Specialists across both divisions within the College. Perform other related duties incidental to the work described.Essential

KNOWLEDGE/SKILLS/ABILITIES:

Administrative support experience to include knowledge of general office operations.
Highly skilled in standard office software and platforms including word processing and spreadsheet use and able to learn a variety of electronic forms, applications and software suites (Microsoft Teams and Google Suite) for paperless processing. Skill with desktop publishing software and applications desirable.
Experience providing customer service using excellent written and verbal communication skills.
Ability to work in a team, determine priorities, and independently meet deadlines with minimal instruction.
Ability to understand and apply university policies, rules and regulations.
Ability to manage time efficiently with multiple tasks, deadlines and changing priorities.
Must be organized and detail-oriented.
Ability to respond to issues in a professional manner with tack and sound judgment.
Ability to be a self-starter and demonstrate initiative and prompt decision making process.

REQUIRED EDUCATION OR TRAINING:

High School graduation and two years office administrative experience
OR an equivalent combination of training and experience that can be transferable to this position

You will be part of a team of program support specialist’s that will serve the College of Arts and Sciences at the University of Alaska Anchorage. As a team member, you will be expected to provide assistance in the following areas:

Student & Faculty Support – first point of contact, answer divisional main line, answer routine questions and/or inquiries
Course Schedules – provide support to divisional associate dean(s), director(s) through the course scheduling process – provide faculty with textbook order processes – coordinate with team lead and partner with other support staff to meet deadlines
Records Management – maintain confidential faculty and student files along with other departmental files – collect, file, and track graduate student evaluations, communicate graduate program admission requirements – collect and archive course syllabi – maintain divisional contact information – process faculty-initiated paperwork – maintain the academic and graduate program support sites as needed – responsible for power form maintenance
Event Support and External Outreach – collaborate with the team lead to provide event management support – coordinate with Social Media/Communications Specialist with the creation of event flyers
Provide backup to other Program Support Specialists within the College

Salary Information:

This is a full-time, Grade 76, minimum $19.34/hr, 12-month position complete with a competitive salary and UA employee benefits package.

To Apply:

To be eligible for this position, applicants must be legally authorized for unrestricted employment in the United States. No work visas will be sponsored for this position.
Position is located in Anchorage, Alaska at the UAA campus, with opportunities for some remote work for those who desire a hybrid schedule
This position is open until filled with the initial application review taking place on March 7, 2022. To ensure your application is considered, apply by 11:55pm Alaska Standard Time, March 6, 2022.
Resume to include contact information for three professional references
Cover Letter which describes how you are a good fit for our team

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: 22 Feb 2022 Alaskan Standard Time
Applications close:

This post is listed Under Alaska jobs

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