Administrative Assistant - UIC Science

Overview

Ukpeaġvik Iñupiat Corporation (UIC) is the village corporation of Barrow, Alaska and is recognized as one of Alaska's top 10 companies with approximately 4,000 employees nationwide and revenues above $700M annually.

UIC is projected to grow substantially in the coming years to become a top 3 company in Alaska by 2030.

As a proud Alaska Native Corporation, our success brings growth and benefits to our Inupiat shareholders. The size and diversity of our operations means we have a broad variety of career opportunities.

We recruit only qualified people looking to join a workforce characterized by strong leadership, competent and hard-working staff, and a superior work environment with a focus on career development, great wages and benefits.

The Administrative Assistant’s primary goal is to perform with daily administrative duties for the Barrow Science staff for Arctic Science Support and Logistics services.

The Project Assistant will work closely with the Facilities Planner and must have knowledge about science support services.

This a fast paced position and requires a person that can multi-task, is well organized, and is flexible and adaptable to work well under pressure through teamwork.

As the Project Assistant you will work in an office setting and at other facilities, such as residential units, warehouses, or laboratories and may work outside of normal business hours, including weekends.

The Administrative Assistant performs a wide range of administrative and office support functions for a number of staff, department and / or managers and supervisors.

The objective of this position is to facilitate the efficient operation of the organization.

Responsibilities

Essential Functions

• Responsible to identify and write supply lists for residential and warehouse supplies, and provide security and inventory control.
• Answer telephones for UICS, receive and direct visitors and clients.
• Report, code, and maintain receipt records to properly track project usage.
• Attention to detail and accuracy required for complex administrative tasks.
• Receiving and tracking medium to large researcher gear shipments, maintain on-line shipping google document, communicates with researchers to record tracking numbers.

Stores shipments and makes available when researchers arrive.

• Orientation assistance for incoming or outgoing researchers as requested, receive and direct visitors and clients
• Assist with and operate online reservation system
• Maintain electronic and hard copy filing system, ability to retrieve documents from filing system.
• Ability to create excel, word or pdf documents to assist with tracking or record keeping.
• Assist staff with time keeping when they are in the field
• Handles requests for information and data, resolves administrative problems or inquiries.
• Reports monthly issuance of UIC Land Use Permits.
• Maintains office supply inventories.
• Coordinate maintenance of office equipment. Attend daily and weekly Logistics Team meetings.
• Ability to practice safe working standards.
• Expediting of mail, documents and packages for staff and clients.
• Other duties assigned.

Qualifications

Knowledge and Critical Skills / Expertise :

It is essential that the Administrative Assistant has the ability to work well with people, and has demonstrated strong communication skills both verbal and written.

• Extensive software skills are required, as well as Internet research abilities.
• Planning, organizing, and prioritizing work load are primary duties.
• Ability to work methodically and independently
• Ability to work as part of a team
• Ability to handle high work load during busy months
• Ability to handle high stress loads

Required Experience :

• High School Diploma or equivalent
• 2 years of administrative experience
• Proficient in Microsoft Office Suite software.
• 2 Years customer service experience

Preferred Experience

• Experience in the Logistics Field
• 2 year business degree

Physical Demands :

• Position is that of a sedentary nature.
• Must be able to use standard office equipment.
• Must be able to lift and carry files weighing up to 10 pounds.
• Sitting at a computer for long periods of time.
1 day ago