Office Specialist for the Institute of Health & Wellness

As a non-profit institution, APU aims to offer highly competitive compensation when considered wholistically, combining a positive work experience with a generous benefit package and fair salary compensation.

In living this philosophy, APU engages in evaluation and purposeful investments in:

Quality of work environment

Meaningful work, feedback, and valued contribution

Monetary compensation for time and effort

Benefits that add to quality of life

The right-fit employee for APU is someone who shares the APU values and mission, someone who desires to be part of a small team and work interdependently, someone who works hard but also values time off and a work-life balance, and someone who is looking for a meaningful work experience.

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 Health and Wellness.

REPRESENTATIVE DUTIES

Perform advanced administration and support work requiring detailed field-specific knowledge relevant department assigned. Requests information from and provide information to other departments and outside sources.

Greets and assists customers; answers phone and directs calls.

May schedule, assign, and track the work of other support staff as needed.

Makes travel arrangements for department staff in accordance with company policy and prudent business practice.

Sets appointments, arranging conference rooms and other details as required.

Completes, submits and tracks company forms such as travel/expense reports, check requests, company credit cards, purchase requests, and personnel action documents.

Develops and maintains department record-keeping systems, performing general filing and file retrieval.

Sorts and delivers mail.

Makes copies, scans and files electronic documents.

Assists in maintaining department budget, investigating and documenting variances. Keeps records up to date and reports as required to Finance and own department leaders.

Coordinates interview schedules for faculty searches.

Provides program-specific support for academic directors.

Coordinates materials and communication for specific academic programs, and coordinates events for those programs.

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.

Assist with the distribution of alumni communication and current student and alumni surveys.

Prepares program communication materials, including web-postings, fliers, posters, and other media.

Edit material received by program area faculty, ensuring consistency 'in internal and external messaging (including reviewing syllabi)

Collaborate with other areas to ensure students receive consistent written messaging.

Ensure communication regarding program area(s) is accessibly written for a diverse audience.

Manages communication with adjunct instructors, including hiring paperwork, preparation of contracts, and notifications regarding courses.

Assists with course and classroom scheduling.

Assists with planning and support for program events, intensives and meetings.

Takes minutes at program area 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.

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 - 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.

ADDITIONAL REQUIREMENTS

Must possess a current and valid Alaska Driver's License.

APPLY ONLINE AT: https://www.alaskapacific.edu/careers/office-specialist-for-institute-of-health-and-wellness/