JOB SUMMARY: Under limited supervision, provides advanced clerical support for assigned department or division through office organization, records maintenance, reception, scheduling, and general support for the Institute of Culture & Environment and the Institute of Business & Public Policy.
- Greets and assists customers; answers phones and directs calls.
- Answers and directs telephone calls and emails to appropriate parties; greets and provides information to students, faculty, and other visitors; represents academic programs and university as needed.
- Maintains filing system; creates and maintains confidential and other files through data-base entry; maintains and reconciles basic budget and book-keeping; prepares paperwork necessary for administrative functions such as: textbook orders, desk-copy requests, purchase orders, ordering of office supplies, etc.
- Provides faculty with clerical and administrative functions such as: check requests, correspondence, copying, travel processes, etc.
- Coordinates with Information Technology to provide equipment maintenance and operational support of technology.
- Prepares program communication materials, including web-postings, fliers, posters, and other media.
- Manages communication with adjunct instructors, including documentation of contact information, preparation of contracts, and notifications regarding courses.
- Assists with course and classroom scheduling.
- Assists with planning and support for program events, seminars and meetings.
- Takes minutes at program area and university meetings as needed.
- Provides general upkeep of academic areas, and works with facilities and maintenance departments to maintain the cleanliness and functionality of academic spaces.
- Helps to create, maintain and organize documents necessary for Institute or program accreditation.
- Works with other staff across the campus to support APU as a whole.
- Supervises student workers as needed.
- Makes travel arrangements for department staff in accordance with company policy and prudent business practice.
- Completes, submits and tracks company forms such as travel/expense reports, check requests, company credit cards, purchase requests, and personnel action documents.
- Independently maintains department budget, investigating and documenting variances. Keeps records up to date and reports as required to Finance and own department leaders.
KNOWLEDGE and SKILLS
- Knowledge of customer services concepts and practices
- Knowledge of multi-line telephone systems operation.
- Knowledge of privacy laws and regulations.
- Knowledge of basic purchasing processes.
- Knowledge of filing procedures.
- Skill in operating office equipment.
- Skill in oral and written communication.
- Skill in maintaining and updating office and administrator schedules.
- Skill in establishing and maintaining cooperative working relationships with others.
- Skill in operating a personal computer utilizing a variety of software applications.
MINIMUM EDUCATION QUALIFICATION
One year of post-secondary (vocational-technical or college) education in office administration. Equivalent related training, education, or experience may be substituted for education.
MINIMUM EXPERIENCE QUALIFICATION
Non-supervisory – Three (3) – Five (5) years of skilled office support experience. Equivalent education, training, or similar experience may be substituted for relevant experience. May require experience specific to the department assigned.
Must possess a current and valid Alaska Driver’s License.Apply Online