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Tracking Code UIC Science
Job Code 21-0662
Posting Title Administrative Assistant II
Post Date 5/4/2021
Full Time / Part-Time Full Time
City Barrow
State AK
Description UIC Science (UICS) is an independent subsidiary company of the Ukpeaġvik Iñupiat Corporation (UIC) family of companies. UIC Science provides archeological/cultural resource management services, ethnographic and social science consulting services and technical, logistical and science support while understanding the politics, culture, land use issues, regulations and environmental conditions related scientific research and support in the arctic and subarctic Alaska. These services include research planning, stakeholder relations, arctic science support, logistics, and local traditional knowledge. UIC Science works to ensure project needs are safely and successfully met.

UIC Science operates in Barrow, Alaska and beyond, performing and supporting arctic research activities. Staffing is a mix of professional, technical and seasonal staff. The current work is a mix of archeology, technical support for atmospheric research (Sandia) and logistical support for ad hoc researchers. The market focus will continue to be oriented towards archeology/cultural resource management services, technical support for research laboratories and logistical support for researchers, universities and federal-funded research agencies.

UIC Science, LLC is committed to protecting the health and safety of our employees and the environments in which we conduct business. We recruit 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.
This position is a full time position located in Barrow, AK.

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.

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.

Support UIC incident free safety culture and assume personal accountability and responsibility for the safe performance of the job, both for personal safety and that of fellow workers. This includes the proper use of PPE, safety equipment, and adhering to safe work practices. Take necessary actions to stop or correct unsafe behaviors or conditions and, if appropriate, report them to the site Supervisor. Become familiar with company policies, pertinent standards, work instructions or safe operating procedures. Maintain good attendance and actively participate with a positive attitude.

A candidate must be able to meet the following non-exclusive requirements:
1. Meet the UIC Safe Driver Auto Policy & Procedures
2. Take and pass a pre-employment drug test which may include both UA, saliva and hair testing.
3. Meet the physical requirements of this position including working in a remote location under arctic conditions. Physical demands to include:
• Use of hands and fingers simultaneously with repetition.
• Ability to lift objects up to 50 lbs.
• Climbing, stooping, bending, kneeling, crouching or crawling.
• Pulling or pushing.
• Reach/relocate items above shoulders.
• Ability to distinguish difference in noise levels and work in high noise areas.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Requirements Knowledge, Skills and Abilities:

• 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.

Environmental Conditions:

• Work is in an urban office setting.
• Non-smoking office.
• Noise is of a moderate level.
• May be exposed to heat/cold.

UIC is an Equal Opportunity Employer.

In accordance with the Americans with Disabilities Act of 1990 (ADA), persons unable to complete an online application should contact UIC HR for assistance.

All employees must pass Non-DOT pre-employment drug screening and follow all UIC Non-DOT Drug and Alcohol Testing Program guidelines and requirements.

If working on a DOT project, employees must pass a DOT pre-employment drug screening and follow all DOT Drug and Alcohol Testing Program requirements.

Authorized Driver Requirement: Employee must have a valid driver’s license and three (3) year clean driving record. Employee must follow all Authorized Driver Policy and Procedures regarding approved vehicle usage.

UIC considers all applicants for employment without regard to race, color, sex, national origin, religion, age, physical or mental disability, family responsibility, marital status, sexual orientation, political affiliation, veteran's status or any other legal protected status.

Pursuant to The Alaska Native Claims Settlement Act 43 U.S.C. Sec. 1601 et seq., and federal contractual requirements, Ukpeagvik Inupiat Corporation, may legally grant certain preference in employment opportunities to UIC Shareholders and their Descendants. EOE/AA/M/F/D/V

  • UIC and its Family of Companies is an equal opportunity employer. We evaluate qualified applicants without regard to race, age, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other protected characteristics EOE/AA/M/F/D/V.
  • Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities.
  • Please view Equal Employment Opportunity Posters provided by OFCCP here.
  • The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)
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