Athletics Administrative Assistant Job at University of Alaska
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Job Number:524296
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Classification:Administrative Specialist 2
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Grade:Grade 78
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Work type:On Campus, Staff Full-time
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Administrative Unit:University of Alaska Fairbanks
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School/Business unit:UAF Intercollegiate Athletics
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Location:Fairbanks
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Categories: Administrative/Personnel, Business/Accounting/Finance, Office/Clerical
Position Summary:
The Department of Athletics is seeking a well organized, friendly, and motivated Administrative Assistant for the Nanook Athletics Department. This position will work 10 months per year, full-time.Duties:
1-60Administrative and General Support: Provide comprehensive office assistance, answer phones, read and respond to department email and daily distribution of office mail. Independently compose emails, memos, and other correspondence using standard business format regarding a wide variety of simple and complex issues. Properly handle confidential papers and forms. Update and organize file system with updates to department and confidential student files, paper and electronic, on all projects. Provide guidance with regard to academic policies and processes. Communicate with athletics administration, manage ticket office needs and mailing lists for committees, plan and prepare for meetings, collect and compile documents, take notes and produce minutes. Authorized for key issues to coaches, staff and student-athletes within the department. Attend and participate in staff meetings, and special events. Coordinate department special meetings and public events with faculty and business partners and provide support as needed. Serve on department, college, and university committees. Communicate concerns and make suggestions for improvements on processes and training. Participate in staff development and attend training sessions to upgrade and maintain currency in job skills and university procedures. Create and maintain positive and professional relationships with Department Chairs and department personnel, peer administrative support, students, staff, university entities, partners, and external agencies. Work closely with the Director of Athletics and SBO HR Coordinator in processing hiring and termination documentation for department staff and coaches. Produce and verify labor reallocations as needed. Provide administrative support for recruitment committees. Maintain confidential personnel records. Maintain knowledge of current HR procedures within the SBO office. Attend all related training and update athletic manuals with revised information.Essential
20Event Coordination: Coordinate activities with internal and external customers to include visiting guests, teams, etc. Arrange special conferences and meetings. Coordinate the use of facilities, services, and equipment both on and off campus. Responsible for preparing purchasing and representational allowance documents for events. Requiring a clear understanding of University guidelines including representational allowance and ability to code events or function accordingly. Assist with special events to ensure a positive outcome. Troubleshoot and resolve special situations that arise during the event.Essential
3-10Records Management: Create and maintain complex computerized databases for tracking sponsorship, ticketing, staff and coach activity, software inventory, key issue, travel and other departmental activity. Develop, maintain, and track records and confidential information in a complex filing system which may include but not limited to: student records, coach files, personnel files, inventory, budget and finance, purchasing, payroll, procard and corporate credit card purchases. Understanding of University records retention and follow through on proper storage and handling of confidential records, arrange for proper disposal of files no longer needed. Organize and maintain filing systems and records related to specific areas of the department. Keep document files up to date with the ability to retrieve records and reports easily.Essential
4-10Finance Responsibility: Fiscal Tracking: Process and reconcile all administrative fiscal transactions to include but not limited to purchasing, direct pays, petty cash. Work directly with Signer’s Business Office operations admin to address and resolve specific questions and concerns. Post transactions and maintains accurate soft ledgers, reconciling activity to Banner Finance. Research anomalies and process adjustment journal vouchers and labor reallocations as needed. Manage fiscal files in compliance with university retention schedules. Maintain current knowledge in university fiscal policies and procedures by attending university and administrative meetings and training. Purchasing Responsibilities: Manage department purchasing processes, including bids/quotes, purchase requisitions, purchase orders, and procurement card transactions. Purchase, organize, and maintain complex inventory of all supplies and equipment. Approved to purchase up to $500 per transaction without executive officer approval. Manage property inventory in conjunction with the athletics department.Essential
Knowledge, Skills, Abilities:
- This position is service oriented and requires the successful applicant to project a professional and courteous customer-focused attitude at all times.
- Advanced understanding and utilization of word processing and software applications.
- Advanced knowledge of spreadsheet and database software and the ability to work and navigate in Banner.
- Demonstrated experience in professional office procedures, practices and equipment.
- Strong written communication skills which include good grammar, punctuation, and spelling.
- Demonstrated effective verbal and listening skills to relate academic concerns and fiscal information in an organized manner.
- Interpersonal and public relations skills including tact and good judgment to develop positive relationships with students, faculty, staff, UA administrative offices, outside agencies, industry partners and the general public.
- Must have the ability to follow-up and respond to changing priorities.
- Must exhibit flexibility, prioritization, and team player skills.
- Must pay attention to detail, regarding accuracy, and quality of work.
- Must also have the following skills:
- organizational skills to collect and maintain documentation; analytical thinking; strong ability to meet deadlines and prioritize workloads; accounting and math skills to review and project financial needs; clear understanding of the expense projection process; maintain confidentiality regarding student, faculty and payroll issues; and understanding of program mission. Knowledge of automated accounting systems, and electronic spreadsheets. Knowledge of bank transactions and cash control methods.
- Knowledge of accounting system functions or procedures (e.g. accounts receivable, accounts payable), fiscal and purchasing policies, rules & regulations.
- Intermediate fiscal skills. Analytical and problem solving skills. Verification, monitoring and reconciling skills. Ability to maintain accounts and data.
- Ability to resolve issues.
Preferred Experience:
Two years' progressively responsible office/administrative experience or an equivalent combination of training and experience.
Required Experience, Education or Training:
- High School graduation; or equivalent education and/or professional experience.
- Experience implementing support functions, customer service techniques, and good interpersonal and communication skills.
- Ability to communicate with a broad range of personalities, work cooperatively with employees and deal with the public.
- Must be able to multitask, solve problems and work independently.
- Ability to learn and stay abreast of constantly changing software, databases and new changing university information systems (On-Base, UAOnline, Banner, QMenu, QAdhoc, PaymentNet, Vista Plus, etc.)
Salary Information:
This is a full-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 78, based on education and experience.
UA provides a generous compensation package that includes excellent benefits including retirement options, annual leave, 12 paid holidays per year, tuition waivers for employees and family members, and affordable medical, dental and vision care coverage.
Special Instructions to Applicants:
Please attach a resume, cover letter, and the names and contact information for three (3) professional references with your application.
The review process for applications will be begin on April 24, 2023.
- 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 Brittany Tappa, Signers’ Business Office HR Coordinator, at bjtappa@alaska.edu or 907-474-6353.
Advertised: 11 Apr 2023 Alaskan Daylight Time
Applications close:
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