Program Assistant

University of Alaska - Anchorage, AK (30+ days ago)4.1


The Culinary Arts and Hospitality Administration Division within the Community and Technical College (CTC) is seeking applications for a Program Assistant. The successful candidate will provide customer service and administrative support, as well as event coordination, travel coordination, and fiscal assistance to our program.

Duties:
10EVENT COORDINATION & PARTICIPATION: Coordinate and provide support for advisory board meetings, committees, as well as various ceremonial public and special events. Manage rosters and mailing lists; plan and prepare for meetings, distribute agendas, collect and compile documents, organize catering, take notes and produce minutesEssential
35PROGRAM FISCAL MANAGEMENT: Accountable for the reconciliation and updating of monthly budget/management reports. Record, deposit and project multiple sources of revenue. Post transactions and reconcile soft ledgers to expense and revenue reports; research anomalies and process adjustment journal vouchers and labor reallocation. Manage fiscal files in compliance with university retention schedule. Maintain current knowledge in university fiscal policies and procedures by attending university and college meetings and trainings. Responsible for the preparation and tracking of documentation associated with LPOs, OPOs, petty cash, BPOs, employee reimbursements, and journal vouchers. Prepare invoices and billings as necessary. Coordinate purchases for the division: enter purchase requisitions, track delivery and payment of purchase orders, and conduct pro card transactions. Serve as reconciler for the division’s pro cards. Cash-handling responsibilities to include coordination and delivery of deposits. Research budget and purchasing inquiries.Essential
55PROGRAM SUPPORT & OFFICE MANAGEMENT: Provide administrative support to the division and its leadership. Answer phones, mail, and fax messages, and distribute mail. Act as primary point of contact and support for division adjunct-faculty; compile and distribute on-boarding, orientation and course materials. Human Resources and Payroll Administration Cost Center Clerk Responsibilities: Coordinate and produce all payroll, hiring, and termination documentation for department staff, regular, term and adjunct faculty, and student workers. Create and monitor all job forms and appointment letters as required. Reconcile all department payrolls to management reports, estimate projections for employee leave and produce and verify labor reallocations as needed. Create, manage, and update recruitment documents in UA Careers/PageUp, to include adjunct hiring pools; provide administrative support for recruitment committees and participate as review committee member as required. Prepare and submit all HR documents and processes as directed by CTC Dean''s office. Maintain confidential personnel records and maintain knowledge of current HR procedures by attending all related trainings. Coordinate travel arrangements, approvals, and reimbursements for students, staff, and faculty. Prepare any risk paperwork and student insurance/certification documentation. Responsible for inventory and tagging of all property in order to comply with state and federal requirements. Participate in the updating of space utilization surveys. Supervise temporary and student employees as needed. Cross-train and serve as the back-up for administrative positions within each CTC division/department. In charge of maintenance and yearly contracts for new equipment and programs implemented in the division, troubleshoot and maintain equipment.Essential
The Culinary Arts and Hospitality Administration Division within the Community and Technical College (CTC) is seeking applications for a Program Assistant. The successful candidate will provide customer service and administrative support, as well as event coordination, travel coordination, and fiscal assistance to our program.

The University of Alaska Anchorage Community & Technical College (CTC) offers career and technical education programs that are closely aligned with Alaska’s core industries. CTC works closely with industries to develop relevant, hands-on training. The college delivers innovative instructional services that support student success. On campus, online, and blended formats provide options for students to meet their educational goals.

Requirements: Supervisory experience required. Understanding of Generally Accepted Accounting Principles (GAAP) and experience with bookkeeping, reconciliation, cash-handling protocols, and purchasing. Experience with event planning and coordinating travel arrangements. Excellent customer service, interpersonal and communication skills (to include a strong command of the English language, both written and verbal). Experience creating and maintaining complex spreadsheets. Strong proficiency using the Microsoft Office suite (Excel, Word, and Access), email, and web browsers. Ability to make independent decisions, conduct troubleshooting and analytical/problem solving, time management and organizational skills, and ability to work in a team-oriented environment. Ability to maintain the strictest confidentiality is required.

Preferred: Experience with data storage applications, such as Banner Student, Human Resources, and Finance, or ability to complete within 3 months of hire. Cost Center Clerk training or the ability to complete within 3 months of hire.

The successful candidate will have a minimum of 2 years of direct experience in the following areas: customer service/interactions with the public, providing administrative support to programs or offices, bookkeeping and accounting practices, fiscal statement preparation, cash audit/handling and reconciliation. An associate’s degree or a combination of equivalent education and experience in a relevant field is required.

Responsibilities of this position include:
35% - PROGRAM FISCAL MANAGEMENT:
Accountable for the reconciliation and updating of monthly budget/management reports. Record, deposit and project multiple sources of revenue. Post transactions and reconcile soft ledgers to expense and revenue reports; research anomalies and process adjustment journal vouchers and labor reallocation. Manage fiscal files in compliance with university retention schedule. Maintain current knowledge in university fiscal policies and procedures by attending university and college meetings and trainings. Responsible for the preparation and tracking of documentation associated with LPOs, OPOs, petty cash, BPOs, employee reimbursements, and journal vouchers. Prepare invoices and billings as necessary. Coordinate purchases for the division: enter purchase requisitions, track delivery and payment of purchase orders, and conduct pro card transactions. Serve as reconciler for the division’s pro cards. Cash-handling responsibilities to include coordination and delivery of deposits. Research budget and purchasing inquiries.

55% - PROGRAM SUPPORT & OFFICE MANAGEMENT:
Provide administrative support to the division and its leadership. Answer phones, mail, and fax messages, and distribute mail. Act as primary point of contact and support for division adjunct-faculty; compile and distribute on-boarding, orientation and course materials.

Human Resources and Payroll Administration Cost Center Clerk Responsibilities: Coordinate and produce all payroll, hiring, and termination documentation for department staff, regular, term and adjunct faculty, and student workers. Create and monitor all job forms and appointment letters as required. Reconcile all department payrolls to management reports, estimate projections for employee leave and produce and verify labor reallocations as needed. Create, manage, and update recruitment documents in UA Careers/PageUp, to include adjunct hiring pools; provide administrative support for recruitment committees and participate as review committee member as required. Prepare and submit all HR documents and processes as directed by CTC Dean's office. Maintain confidential personnel records and maintain knowledge of current HR procedures by attending all related trainings.

Coordinate travel arrangements, approvals, and reimbursements for students, staff, and faculty. Prepare any risk paperwork and student insurance/certification documentation. Responsible for inventory and tagging of all property in order to comply with state and federal requirements. Participate in the updating of space utilization surveys. Supervise temporary and student employees as needed. Cross-train and serve as the back-up for administrative positions within each CTC division/department. In charge of maintenance and yearly contracts for new equipment and programs implemented in the division, troubleshoot and maintain equipment.

10% - EVENT COORDINATION & PARTICIPATION:
Coordinate and provide support for advisory board meetings, committees, as well as various ceremonial public and special events. Manage rosters and mailing lists; plan and prepare for meetings, distribute agendas, collect and compile documents, organize catering, take notes and produce minutes

Advertised: 15 Jun 2018 Alaskan Daylight Time
Applications close: 08 Jul 2018 Alaskan Daylight Time