Administrative Assistant to Student Services

at  Ilisagvik College

REPORTS TO: Dean of Students
WORK SCHEDULE: Monday through Friday 8:30pm - 5:00pm
COMPENSATION: $31.51/hour + DOE + Benefits, Non-Exempt Position
Iḷisaġvik College is rooted in the ancestral homeland of the Iñupiat. As an institution, we are “Unapologetically Iñupiaq.” This means exercising the sovereign inherent freedom to educate our community through and supported by our Iñupiaq worldview, values, knowledge, and protocols. The Iñupiaq way of life is woven into our curriculum, programs, activities, and daily interactions within Iḷisaġvik College and our community partners.

SUMMARY OF POSITION:

The Administrative Assistant to Student Services functions as the primary point person within the Student Services Department and serves as a communications specialist on a daily basis as well as provides general administrative support to Student Services.

KNOWLEDGE/SKILLS/ABILITIES:

• Demonstrated proficiencies in: Microsoft Office productivity software.
• Independently following workflow processes from start to completion.
• Oral, written, and interpersonal communication skills.
• Working with limited supervision.
• Interacting effectively in a multicultural environment.
• Ability to adjust to shifting deadlines and priorities.
• Organizational and time-management skills.
• Attention to detail capabilities.
• Ability to prioritize duties, maintain even composure with many interruptions, demonstrate professionalism and sound judgment with internal and external contacts and questions, friendly and courteous manner.
• Possess a desire to learn new projects and contribute to the overall betterment of the office.
• Ability to work a flexible work schedule and travel periodically.
• Demonstrated ability to interact effectively in a multicultural environment.
• Ability to pass a pre-employment background check.
• Demonstrated knowledge in one or more of the following areas: post-secondary educational systems, North Slope Borough [NSB] institutions and organizations; Iñupiat culture, language, values, and traditions.
• Ability to interpret and represent North Slope community values, customs, and beliefs for the College.
• Ability to interpret and represent College actions and western institutions to the North Slope community.
• Ability to support Iḷisaġvik College’s mission.

EDUCATION//CERTIFICATES/TRAINING [REQUIRED]:

• Associate degree OR 2 years of professional demonstrated administrative work experience.

EDUCATION/CERTIFICATES/TRAINING [PREFERRED]:

• Bachelor’s degree or equivalent.
• Minimum of five years demonstrated administrative work experience in a professional office environment.
• Demonstrated professional work experience in: Higher Education settings; Experience with CAMS and Moodle; Writing and/or editing reports; Contracts and Procurement; Research related duties.
• Valid driver’s license.
  PHYSICAL REQUIREMENTS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is required to sit, stand, walk, use hands to finger, handle or feel objects, tools, controls, and reach with hands and arms. The employee is frequently required to stoop, kneel, crouch, or crawl and talk and hear; The employee is occasionally required to climb or balance, and may occasionally drive a vehicle. The employee must be able to lift and/or move up to 40 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
  ENVIRONMENTAL CONDITIONS: The environmental conditions described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and the employee is regularly required to work indoors with a usually moderate noise level in the work environment.

• Manage the day-to-day operations of the Student Services including screening of phone calls and e-mails, opening and distribution of mail as requested, the greeting of students, using good judgment to determine those requiring priority attention.
• Provides support for associated activities, to include managing the schedule/calendar, making travel arrangements, purchase requests and dealing with administrative problems and inquiries as appropriate.
• Work collaboratively in a diverse, inclusive and student-centered environment, and the ability to work with students with various learning styles, cultures, identities, and life-experiences.
• Assists with the scheduling and supervision of van drivers and gymnasium monitors.
• Assists with the front desk operations of the administrative building on an as needed basis.
• Meets/greets the general population and fields calls/questions regarding campus programs and services.
• Provide service to the college community and students through serving on departmental committees, and by demonstrating leadership, mentorship, and expertise to students.
• Serves as liaison between the Student Services Department and other departments for coordination of activities and events.
• Works closely and collaboratively with staff in other offices of Student Services.
• Assists in the coordination, control, monitoring budgets, and completion of special projects as requested.
• Prepares correspondence and reports, and maintains office files; paper and electronic.
• Handles office supplies inventory and ordering process.
• Coordinates and attends meetings, and prepares minutes from meetings.
• Keeps the calendar of appointments/events/contacts for Dean of Students and Student Services.
• Maintains a high level of confidentially with records and information.
• Occasionally necessary to work outside of normally scheduled business hours.
• Complies with College policies, procedures and administrative directives, as well as state, federal, and local laws, regulations, and ordinances.
• Performs other related duties as required.