Administrative Coordinator Job in Palmer 2023

CLASSIFICATION: Administrative Generalist 4

GRADE: Grade 77

WORK TYPE: On Campus, Staff Full-time

ADMINISTRATIVE UNIT: University of Alaska Anchorage

SCHOOL/BUSINESS UNIT: UAA Matanuska Susitna College

LOCATION: Palmer

CATEGORIES: Administrative/Personnel, Human Resources, Business/Accounting/Finance, Office/Clerical

Position Summary:

Mat-Su College invites applications for the role of Administrative Coordinator within Administrative Services. We seek a highly motivated and organized individual who enjoys working in a fun and fast-paced environment. The successful candidate will have excellent oral and written communication skills, the ability to handle multiple priorities and deadlines, a willingness to learn, and the drive to improve processes or create efficiencies. This position provides personnel, payroll and recruitment services along with travel coordination for faculty and staff and day-to-day support to the Administrative Services department.

Duties:

Financial Reporting: Enter HR assignment data in a variety of Excel spreadsheets to ensure accounting codes, labor distributions, work schedules and projections are accurate and up to date. Ensure all spreadsheets including the management report, restricted fund management reports (grants and student organizations), and position control number spreadsheet are accurate and up to date. Report assignments that have errors, assignments that are underfunded or otherwise incorrect in a timely manner. Ensure that any changes are recorded in all payroll expense tracking spreadsheets.

Payroll: Gather and verify completeness and accuracy of time sheets for staff and faculty, verify pay rates, labor distributions and other information according to policies and/or union collective bargaining agreements. Download system generated time sheets to audit keyed and system generated time entries to ensure all active employees have time sheets submitted in time to meet payroll deadlines. Resolve payroll issues and discrepancies with employees/supervisors relating to time sheet submissions, work and leave time, pay and labor distributions. Send out communications to campus community regarding early timesheet submission deadlines as appropriate. Calculate labor redistributions and certificates of effort and prepare forms for restricted and unrestricted funds for submission to UAA Budget and OSP.

Verify that employees are assigned to appropriate supervisor in Banner. Human Resources: Provide information and respond to inquiries about staff position recruitments at Mat-Su College. Assist supervisors, search committee chairs, and committee members with recruitment procedures during the recruitment process. Ensure all search committee members have completed required Search Committee & Implicit Bias training; notify Talent Acquisition Specialist of completion as well as maintain internal campus training database. Assist with building and revising recruitments through the online recruitment system. Assist supervisor in altering staff employee position descriptions as needed. Review and monitor new applicants in recruitment system and change status so that they can be evaluated by the search committee.

Provide recruitment status updates to the search committee. Work with search committee chair to schedule and coordinate interviews for applicants and/or other needs pertaining to the employment process; reserve rooms for presentations/interviews. Review selection committee packets for completeness, including committee scoring summaries. Complete all new hire paperwork for full-time staff and verify all supporting new hire documents are completed and attached. Submits paperwork to SW HR via NextGen. Verify job form entry is accurate by reviewing Banner turnarounds. Handle other new hire needs (i.e., email, phone, office setup, etc.). Prepare new employee time sheet until they are setup for electronic time sheet entry. Set new employees up on web time sheet entry and verify that employees are properly set up for payroll.

Process full-time staff terminations in Banner and/or NextGen.Travel: Serve as the primary travel delegate for the campus. Assist travelers with preparation and submission of travel authorizations and travel expense reports. Provide support navigating Concur or current UA approved travel platform. Review authorization to travel and travel expense reports for accuracy and conformance to UA regulations and policies before they are submitted for approval. Responds to traveler questions about the status of their authorization to travel and travel expense reports and assists with making corrections as needed.

Monitor travel authorizations and prompt travelers for documentation to ensure timely submittal of travel expense reports after travel has been completed. Provide assistance in interpretation of UA travel regulations. Track driving records for all employees that drive MSC vehicles ensuring driving records meet UA regulations. Prepare appropriate paperwork for UAA parking pass purchase each year for MSC Departmental usage and manage pass reservation log.Miscellaneous: Receive, sort and distribute departmental mail.

Maintain incoming accounts receivable check log: route checks to cashiering and appropriate documentation to Financial Aid as applicable, record accounting distribution and receipt information once posted by cashiering. Prepare and/or enter journal vouchers in Banner as needed ensuring documentation is complete and compliant. Attend regular HR and Travel trainings and information sessions to stay current. Act as backup for Accounts Payable to include campus check printing responsibilities.

“Opportunities start here” is more than a slogan at Matanuska-Susitna College (Mat-Su College); it is our mission. Our aim is to transform student aspirations into realities. Matanuska-Susitna College seeks applicants who possess a desire to help students succeed in reaching their goals.

Mat-Su College is a community campus of the University of Alaska Anchorage. The campus is located on 951 acres in the Matanuska-Susitna Borough, the fastest growing region of Alaska. We serve as a major higher education hub for the communities of Wasilla and Palmer. Our student-friendly campus offers small class sizes and state-of-the-art facilities, including paramedic classrooms with a fully equipped ambulance bay, updated science labs, and a new 520-seat performing arts theater, the first in the Matanuska-Susitna Valley. The campus has an annual operating budget of nearly $11,000,000 and employs nearly one hundred full-time faculty and staff and more than one hundred adjunct instructors to serve approximately 2,000 students each semester.

KNOWLEDGE, SKILLS, ABILITIES:

-Sound oral and written communication.
-Effective interpersonal communications skills.
-Advanced customer service skills, including ability to work closely with faculty, staff and students
-Demonstrated ability to perform data entry.
-Attention to detail and highly organized.
-Ability to organize multiple tasks on a daily basis and adhere to multiple deadlines accurately and with attention to detail.
-Knowledge of automated accounting systems and/or Banner.
-Strong analytical and problem solving skills.
-Ability to maintain confidentiality.
-Verification, monitoring and reconciling skills.
-Proficient in Microsoft Office Suite, specifically Excel for spreadsheet development, and Google Workspace applications
-Ability to interpret, apply and explain University and BOR policies and procedures
-Ability to research and resolve issues

TYPICAL EXPERIENCE:

-Experience in a position where accuracy in handling detailed worked requires analytical and problem solving skills.
-Experience in a position requiring organizing multiple tasks on a daily basis and adhering to multiple deadlines accurately with attention to detail.
-Experience in a position requiring flexibility in response to procedural change and adaptation to and accommodate new methods and procedures.
-Experience with maintaining confidentiality
-Intermediate experience with Microsoft Office Suite, specifically Excel, and Google Workspace applications

Preferred Experience:

-Three or more years relevant experience

-Experience with Banner, OnBase, Concur, PageUp and/or TOAD

REQUIRED EDUCATION OR TRAINING:

High School graduation and three years progressively responsible office/administrative experience, or an equivalent combination of training and experience.

SALARY INFORMATION:

This is a full-time, 12-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 77, based on education and experience.

SPECIAL INSTRUCTIONS TO APPLICANTS:

Please attach a resume, cover letter, and the names and contact information (email address and phone number) for three (3) professional references with your application.

The review process for applications will be begin on April 5, 2023.

APPLICATIONS CLOSE: Open until filled

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