Administrative Specialist - UAS Egan Library

UAS Egan Library is looking for an Administrative Specialist to facilitate administrative processes for our small, but complex department. We are seeking applicants who possess a strong attention to detail, critical thinking, and fiscal problem-solving skills. This is a great opportunity for an individual seeking to acquire budget management experience and learn more about library operations.

A major portion of this role focuses on budget maintenance. This includes developing and monitoring departmental budgets and maintaining soft ledgers for unrestricted and restricted funds. You will help the Library Dean complete monthly management reports, project revenue and expenditures, analyze fiscal impact of staffing and contractual decisions, and make recommendations for allocating funds. This will include monitoring accounts in Banner, the University of Alaska's budget management system, and submit corrections when needed. Provide financial data for IPEDs and other reports.

You will spend part of each month performing purchasing related duties. This position serves as the lead purchasing agent for the Library department. This includes determining the vendor and method used for purchase: i.e. credit card, purchase requisition or blanket purchase order, researching open encumbrances and preparing journal vouchers, tracking transactions, open requisitions, and verifying invoices to ensure compliance with purchasing regulations. This position serves as an onsite resource to departmental staff by helping facilitate large purchases and contractual arrangements in coordination with Administrative Services staff. They manage a credit card for purchases including all records of purchasing and a monthly statement.

A small portion of this role focuses on personnel support. The position serves as a departmental liaison to the UAS HR Coordinator. It includes facilitating personnel related activities such as drafting job forms and contract letters, and tracking student longevity for pay increases, maintaining current knowledge of UA HR policies and procedures, troubleshooting problems with Human Resources staff, and departmental employees as needed.

A small portion of this role focuses on records management, and office and clerical support. This includes maintaining records to conform with UA policies such as faculty academic record files and credit card records. Maintain digital record-keeping systems for library administrative employees. This position is also responsible for maintaining a stock of basic office supplies, ordering supplies and equipment to support departmental functions, serving as Phone Manager for the department, and submitting and monitoring completion of Facilities Services work orders.

Please show evidence of the following skills and abilities in your application materials:

• Strong accounting verification, monitoring, and reconciling skills.

• Proficient in use of spreadsheets, word processing, and databases.

• Ability to work within institutional policies, rules & regulations.

• Strong written and verbal communication skills.

• Strong interpersonal skills.

• Well organized and detail oriented.

• Analytical and problem solving skills.

• Demonstrated ability to work independently, adapt quickly to shifting priorities, and anticipate deadlines.

• Ability to maintain confidentiality.

• Advanced internet research skills.

• Experience with UA administrative decision support systems (Banner, etc.).

• Experience working successfully with people of diverse backgrounds.

Minimum Qualifications:

High School graduate or equivalent, and three years progressively responsible office/administrative experience, or an equivalent combination of training and experience. Associates degree in accounting or a related field preferred.

Position Details:

This is a full-time, non-exempt staff position complete with both a competitive salary and full employee benefits package. UA provides a generous compensation package that includes retirement options, annual leave, 12 paid holidays per year, tuition waivers for employees and family members, and affordable medical, dental and vision care coverage. New hires will be placed on the UA Staff Salary Schedule, Grade 78, based on education and experience.

Open until filled with an initial review date of Monday, April 22, 2024. Please apply by 11:55 PM, Alaska Standard Time on DAY BEFORE REVIEW DATE (April 21, 2024).

• 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: 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 Elise Tomlinson, UAS Library Dean, at emtomlinson@alaska.edu or 907-796-6467.

• Each university within the University of Alaska system publishes an Annual Security and Fire Safety Report which contains information regarding campus safety and security including topics such as: campus law enforcement authority; crime reporting policies; campus alerts (Timely Warnings and Emergency Notifications); fire safety policies and procedures; programs to prevent dating violence, domestic violence, sexual assault and stalking; the procedures the University will follow when one of these crimes is reported; and other matters of importance related to security on campus. The report also contains information about crime statistics for the three most recent calendar years concerning reported crimes that occurred on campus; in On-Campus Student Housing Facilities; in Noncampus buildings or property owned or controlled by the University or a recognized student organization; and on public property within, or immediately adjacent to and accessible from, the campus. The report also contains fire statistics for any fires occurring in an On-Campus Student Housing Facility during the three most recent calendar years.

Access to the reports is available at:

UAA: (Addresses Anchorage campus, Aviation Technology Complex, JBER - Elmendorf Extension, JBER - Richardson Extension, Kenai Peninsula College

• Kachemak Bay campus, Kenai Peninsula College

• Kenai River campus, Kodiak College, Kodiak High School Extension, Matanuska-Susitna College, Prince William Sound College, and Prince William Sound College

• Cordova Extension) Online: https://www.uaa.alaska.edu/students/safety. Request a paper copy in person: UAA Police Department Office at Room 114 of Eugene Short Hall on the Anchorage campus / UAA Dean of Students Office at Room 122 of Rasmuson Hall on the Anchorage campus. Request a paper copy by mail: 907-786-1120 or police@uaa.alaska.edu / 907-786-1214 or uaa_deanofstudents@alaska.edu.

UAF: (Addresses Fairbanks Campus, Bristol Bay Campus, Chukchi Campus, Community and Technical College, Kasitsna Bay Campus, Seward Marine Center, Tok Campus, Kuskokwim Campus, and Northwest Campus) Online: https://www.uaf.edu/orca/files/ASFSR.pdf. Request a paper copy in person: UAF Office of Rights, Compliance and Accountability on the 3rd Floor of Constitution Hall. Request a paper copy by mail: 907-474-7300 or uaf-orca@alaska.edu.

UAS: (Addresses the Juneau Auke Bay Campus, Juneau Technical Education Center, Sitka Campus, & Ketchikan Campus) Online: https://uas.alaska.edu/equity-and-compliance/docs/clery/UAS_ASFSR.pdf. Request a paper copy in person: Hendrickson Building, Suite 202 on the Juneau campus. Request a paper copy by mail: 907-796-6371 or emailing uas.clery@alaska.edu.