Position Summary:
The Matanuska-Susitna College Director’s Office seeks an enthusiastic, organized, detail-oriented individual to fill an Administrative Assistant position. The Director’s Office oversees the full-time faculty and department managers of Mat-Su College, coordinates facility use and special events. The role of this position is to provide support to the Campus Director and the Director’s Assistant in these functions while maintaining excellent customer service and professionalism as the first point of contact for the office.
Duties:
Travel Coordination: Act as a travel delegate and processor for Mat-Su College faculty and recruitment needs. May occasionally assist with travel arrangements for the Director, faculty, and staff of the campus.Event Coordination: Assist the special events committee with planning and organizing MSC's annual events (i.e., Commencement, Convocation) ; maintain VIP/invitation mailing lists, order food, supplies, etc. Coordinate other special events, i.e., visits by UA President, UAA Chancellor, legislators, guest speakers and other visitors, award ceremonies, receptions, dedications. Solicit assistance from other MSC departments for larger events. Solicit vendor bids for catering, printing, and requisition for purchase of items needed. Coordinate with Administrative Services on budget authorizations for special events.Facility Use Coordination: Serve as a back-up to primary facility scheduler in Director's Office, requiring coordination between academic scheduling team and Physical Plant/Campus Facilities. Schedule campus rooms as needed for internal meetings and events. Provide back-up in scheduling of rooms for external/community groups and individuals as needed.Purchasing: Prepare and submit purchase/order requests with appropriate budget codes for approval. Receive and route invoices/billing documents as needed for approvals and processing. Occasionally provide assistance to other department staff/faculty with budget data required for ordering approval and route documents as necessary.Office Support: Answer office phone lines, relay messages, disseminate information. Open, sort, distribute, collect, and deliver incoming/outgoing mail. Maintain office supply inventory and assist with department supply purchase requisitions. Prepare and proofread department correspondence, such as; emails, draft memorandums, letters, and reports as needed. Co-manage the Director's calendar by scheduling appointments/meetings as needed, including maintaining recurring staff and faculty meeting schedules. Maintain campus emergency contacts and closure procedure documents. Operate and troubleshoot photocopy, fax, & scan machines, printers for department needs. Assist in maintaining and organizing supply inventory for campus events storage. Disseminate information from UA Statewide, UAA and Mat-Su College to the appropriate department or individual(s). Communicate with university administrators, MSC faculty, staff and students, legislative offices, Mat-Su Borough, MSB School District Offices, local agencies, local media and general public as needed and as required. Develop, maintain, and track confidential or complex records/files which may include but not limited to: student code of conduct and appeals, faculty, and/or personnel files. Organize and maintain filing systems and databases; retrieve, update, and file documents electronically via personal and/or shared drives, as well as file hard copy documents as needed.
"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 in to realities. Mat-Su 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:
Knowledge of basic computer operations.
Knowledge of basic phone skills and etiquette.
Skilled in providing excellent customer service.
Ability to operate and troubleshoot basic office equipment.
Ability to communicate effectively.
Ability to maintain confidentiality.
Ability to follow directions given by supervisors or co-workers.
Ability to file and track information.
Knowledge of relational databases and the Banner system.
Knowledge of computer programs of intermediate difficulty.
Basic fiscal skills.
Ability to use computer scheduling programs.
Ability to multi-task and prioritize projects.
Ability to establish and maintain files and recordkeeping systems.
Ability to lead students and temporary staff.
TYPICAL EXPERIENCE:
One year office/administrative experience, or an equivalent
combination of training and experience.