Administrative Assistant/Front Desk

Iḷisaġvik College; Utqiaġvik (AK); On-site; USD 39,000 - 52,000; Full time

Benefits offered by this job

Paid holidays

Retirement plan

Health insurance

Life insurance

Additional benefits

Job summary

Ilisagvik College is seeking an Administrative Assistant/Front Desk to provide front desk reception and executive support. This role supports the President’s Office and the Dean of Administration, handling correspondence, scheduling, and event coordination while maintaining confidentiality.

The candidate will work in a multicultural environment, greet visitors, manage records, assist with billings and requisitions, and back up bookstore coverage when needed.

Qualifications

• Proficiency in Microsoft Office (Word, Excel).
• Strong interpersonal and communication skills in a multicultural environment.
• Ability to pass a pre-employment background check.

Responsibilities

• Greet visitors, answer and route inquiries, and manage the front desk operations.
• Prepare correspondence, reports, and communications for President and Dean of Administration.
• Assist with documents for state, federal, and local agencies, including contracts and grants.

Skills

Interpersonal skills

Multicultural sensitivity

Strong communication

Pass background check

Education

High School diploma

1 year administrative/clerical experience

Associate’s degree (preferred)

Tools

Microsoft Office

Job description

REPORTS TO: Dean of Administration

WORK SCHEDULE: Monday through Friday 8:30am - 5:00pm

COMPENSATION: $33.09/hour + DOE + Benefits, Non-Exempt Permanent Full-Time Position

CLOSING DATE: Until Filled

Ilisagvik 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 Ilisagvik College and our community partners.

SUMMARY OF POSITION:

The Administrative Assistant/Front Desk is responsible for front desk reception and providing comprehensive administrative support to the President’s Office and the Office of the Dean of Administration. This role serves as the first point of contact for visitors and callers, while also supporting internal processes such as correspondence, scheduling, event coordination, and document processing. The position requires a high level of professionalism, confidentiality, and the ability to work effectively in a multicultural environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Front Desk & Reception

• Greets and assists visitors and callers, providing general College information and directing inquiries appropriately.
• Maintains the front desk area, guest register, and issues visitor badges.
• Receives faxes, relays messages, and ensures timely communication to appropriate personnel.
• Maintains cleanliness of the lobby and common areas, including the coffee station.
• Screens calls and schedules appointments and meetings as needed.

Administrative Support

• Prepares correspondence, reports, and general communications for the President’s Office and Dean of Administration.
• Assists in filing, record-keeping, and distribution of letters and parcels.
• Processes monthly credit card reconciliations, personnel requisitions, and personnel action forms.
• Assists with document preparation and filing for state, federal, and local agencies, including contracts, grants, and regulatory documents.
• Maintains departmental records and supports special projects as assigned.

Cross-Functional & Collaborative Support

• Cross-trains with the Bookstore to provide backup coverage when needed.
• Attends departmental meetings and prepares reports or meeting minutes as required.
• Assists with event planning, coordination, and execution of special projects.

General Responsibilities

• Maintains a high level of confidentiality with all records and information.
• Complies with College policies, procedures, and administrative directives, as well as all applicable state, federal, and local regulations.
• Performs other related duties as assigned.

KNOWLEDGE/SKILLS/ABILITIES:

• Proficiency in Microsoft Office (Word, Excel) and general office technology.
  
• Strong interpersonal and communication skills, with the ability to work 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/EXPERIENCE [Required]:

• High School graduate or equivalent.
  
• Minimum of one (1) year of administrative or clerical experience.

EDUCATION/CERTIFICATES/TRAINING [Preferred]:

• Associate’s degree or equivalent.
  
• Valid driver’s license.

PHYSICAL REQUIREMENTS:

The physical demands described here are representative of those that must be met by anemployee to successfully perform the essential functions of this job. Reasonable accommodations may be made toenable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employeeis 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 occasionallyrequired to climb or balance, and may occasionally drive a vehicle. The employee must be able to lift and/or move up to40 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 anemployee encounters while performing the essential functions of this job. Reasonable accommodations may be made toenable individuals with disabilities to perform the essential functions and the employee is regularly required to workindoors with a usually moderate noise level in the work environment.

BENEFITS:

• Leave - 16 paid holidays and up to 36 days of paid leave
• Retirement - Ilisagvik College is a public employer whose employees contribute to the State of Alaska, Public Employees Retirement System.
• Health Insurance - Ilisagvik College is self-insured and Meritain Health is the health insurance third party administrator. Ilisagvik College offers health insurance to our employees with a no cost premium, and $50/pay period for each additional dependent and a low cost annual deductible of $200 for employee only and $600 for family.
• Life Insurance - Ilisagvik College offers Life Insurance and Accidental Death & Dismemberment coverage through Guardian Life to employees at no cost to the employee in the amount of $100,000/per benefit.
• Additional supplemental or voluntary retirement, life insurance, disability benefits offered.

If any questions, please contact [e-mail]

Ilisagvik College is a Drug Free Workplace and Equal Opportunity Employer