Assistant to the Director

Apply now Job no: 508134
Classification:Administrative Specialist 2
Grade:Grade 78
Work type:Staff Part-time, Staff Full-time
Administrative Unit:University of Alaska Fairbanks
School/Business unit:Institute of Arctic Biology
Location: Fairbanks
Categories: Administrative/Personnel

Position Summary:

The Institute of Arctic Biology and the Alaska IDeA Networks for Biomedical Research Excellence (INBRE) program are seeking an Assistant to the Director of IAB and Principle Investigator for INBRE. If you are highly motivated, excited about research, and want to work with an exceptional team of professionals you are encouraged to apply.


15Receive confidential personnel-related information from the INBRE PI/IAB Director and relay it to appropriate UAF Human Resources Director, Labor Relations director, General Counsel, Center directors, Program Chair(s), IAB Executive Officer, and IAB Human Resources Coordinators in order to communicate a problem and obtain information for the INBRE PI/IAB Director pertaining to university personnel policy or collective bargaining agreement. In the conduct, operation, and function of the INBRE PI/IAB Director office; uses professional tact and judgment, maintaining discretion and confidentiality in dealing with the public, INBRE EAC, University faculty, staff and administrators. Arrange the INBRE PI/IAB Director’s activities, maintain confidential calendar, and schedule appointments and meetings. Sets up, shifts, suggests alternates, and refuses appointments or arranges for other representation independently to avoid or manage conflicting appointmentsEssential
20Act on own initiative regarding unpredictable range of daily activities involving INBRE/IAB faculty, staff and students. Use discretion, analytical, problem solving skills, and resourcefulness to reach solutions to problems. Duties include: answering direct calls and inquiries, initiating correspondence, initiating appropriate actions and follow through. Coordinates travel and accommodation arrangements for the INBRE PI/IAB Director and other INBRE staff to include passport and Visa requirements for international travel. Prepares and submits travel claims, expense reports, and reimbursement requests for the INBRE PI/IAB Director and other INBRE staff, as required. Coordinate all INBRE/IAB events and meetings to include but not limited to the Annual Retreat, External Advisory Committee (EAC), Steering Committee (SC), Management Advisory Committee (MAC), and IAB Faculty Meetings.Essential
30Provides administrative support for the Alaska INBRE program and the IAB Director’s office. Administrative support includes ordering and maintaining INBRE PI/IAB Director office supplies and managing the associated resources. Make purchases of broad range equipment, commodities, and services through a variety of methods for INBRE Administrative Core. Also provides backup for other duties normally performed by INBRE support staff as necessary. Update internal grant Excel files for use by INBRE team. Manage and provide fiscal reporting on the INBRE PI/IAB Director discretionary account. Complete cost transfers in a timely manner as necessary. Work closely with IAB HR Coordinators and provide assistance by communicating (on behalf the INBRE PI/IAB Director) important recurring annual HR deadlines including: research faculty workloads and contracts, and research scientist appointment letters. Assist with faculty recruitments as necessary. Contribute to IAB Executive Officer’s weekly business office meetings to ensure a seamless operation of the business office for all faculty, staff and outside agency needsEssential
35Supervision and guidance: Serves as point of contact and authority on matters of administrative or clerical nature. Ensures that administrative policies, practices, and procedures used throughout the program are consistent with INBRE PI/IAB Director''s view. Assists administrative and/or technical support personnel within the program in interpreting instructions and by establishing actions required of them. In collaboration with the INBRE Program Administrator and IAB Executive Officer, provides advice to INBRE and IAB personnel in response to inquiries and administrative problems brought to the INBRE PI/IAB Director’s Office. Support: Performs, or supervises the performance of, administrative tasks in support of INBRE PI/IAB Director’s Office based on a comprehensive knowledge and understanding of the program and organization’s mission, functions, personnel, and operations. Arranges the INBRE PI/IAB Director’s activities, maintains calendar and, schedules appointments and meetings. Sets up, shift, and refuses appointments independently. Suggest an alternate or, in INBRE PI/IAB Director’s absence, arranges for other representation. Receives and handles incoming correspondence, publications, regulations and directives which may affect the INBRE PI/IAB Director’s work. Refers to INBRE PI/IAB Director’s only items that they would personally take action on or be informed about. Prepares correspondence (i.e., letters of acknowledgement, transmittals), briefing materials (to include graphics), recommendation for awards, and other administrative documents based on knowledge of the subject matter and the INBRE PI/IAB Director''s approval practices. Reviews documents prepared for signature of, or requiring coordination by, the INBRE PI/IAB Director for completeness of reply, grammatical, and procedural correctness. Coordinates with originator on corrections not in conformance with policies and requirements. Maintains control records on incoming correspondence and action documents, follow up on work in progress to ensure timely reply. Responsible for ordering and maintaining INBRE administrative supplies and managing the associated resources. Makes purchases of a broad range of commodities and services through a variety of methods as needed. Purchase value will not exceed $5,000. Provides back-up for other duties normally performed by the support staff when necessary.Essential

The Institute of Arctic Biology and the Alaska IDeA Networks for Biomedical Research Excellence (INBRE) program are seeking an Assistant to the Director of IAB and Principle Investigator for INBRE.  If you are highly motivated, excited about research, and want to work with an exceptional team of professionals, this is the opportunity for you.

The Assistant to the Director will foster and present a professional, welcoming and service-focused environment in the Director's Office in person, via email and telephone; will serve as the primary liaison between the Director's Office and other departmental and university offices and the Fairbanks community and will keep the director apprised of emerging issues and problems. The Institute of Arctic Biology provides and supports platforms for research in programs from ecology and ecosystems to molecular biology and genetics, including field stations and core laboratories for geographic information systems and DNA sequencing. Major research programs at IAB include INBRE, the Center for Alaska Native Health Research, Alaska Basic Neuroscience Program, Center for Molecular and Genetic Studies of Hibernation, Alaska Geobotany Center, and the Bonanza Creek Long-Term Ecological Research program. IAB is the administrative home of the U.S. Geological Survey Alaska Cooperative Fish and Wildlife Research Unit and its Toolik Field Station is a world-renowned Arctic climate change research station.

Alaska INBRE is funded by the National Institutes of Health (NIH).    The program is intended to promote the development, coordination and sharing of research resources and expertise that will expand the research opportunities and increase the number of competitive investigators in Alaska.

The UA Statewide Network consists of three major campuses: UA Fairbanks (UAF), UA Anchorage (UAA), and UA Southeast (UAS).  UAF is the lead campus, UAA is the health-focus campus as it hosts health education programs and is located near hospitals and health care delivery sites, and UAS is a primarily undergraduate campus.  Alaska INBRE strives to enhance the biomedical research infrastructure of Alaska as well as further Alaska-specific health concerns to better serve Alaska and the nation through excellence in biomedical research, training, and education.  It focuses on the interface of health and disease as impacted by environment and behavior, an aspect of the broader "One Health" world-wide initiative. 

The job purpose of the Assistant to the Director is to accomplish these broad goals under the supervision of the INBRE Director/PI and the Program Administrator. 

The University of Alaska is an equal employment opportunity/affirmative action employer and educational institution. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other status protected by law.

Testing may be required. 

Review Date:
Applications must be received prior to 11:55 PM Alaska time on October 30, 2017, as well as required application materials, to ensure consideration. This position will be opened until filled. 
Special instructions to applicants:
To ensure consideration, please apply prior to the review date.  Please attach a resume, cover letter, and names and contact information (email and phone number) for three (3) professional references. T
Term Position:
This position is advertised at full time but has the flexibility for the right person to be a 3/4 time position working 30 hours a week.
This is a term-funded position and is reviewed annually for contract renewal at the University's discretion.
Background Check:
The successful applicant is required to complete a background check. Any offer of employment is contingent on the background check.
Pursuant to Board of Regents’ Policy 04.01.055.B, temporary, extended temporary, adjunct, student, casual labor, regular new hire probationary employees and those positions designated by the president as officers and senior administrators of the university are employed at-will.
Pursuant to University Regulation 04.07.020, new employees of the University are employed in an at-will probationary status for the first six months of employment. During the probationary period, employment may be terminated for no reason or any reason. Promoted employees also serve a probationary period with limited rights of retreat.
Training Policy:
It is the policy of the University of Alaska Fairbanks that all employees are required to attend training to meet the requirements of the positions they hold, and to complete the required training within a specified period of time to remain employed at UAF. The policy can be located at: 
Tobacco-Free Campus:
UAF Campus is a tobacco free campus. For more information, please go to:
Notice of Nondiscrimination:
The University of Alaska is an affirmative action/equal opportunity employer and educational institution. The University of Alaska does not discriminate on the basis of race, religion, color, national origin, citizenship, age, sex, physical or mental disability, status as a protected veteran, marital status, changes in marital status, pregnancy, childbirth or related medical conditions, parenthood, sexual orientation, gender identity, political affiliation or belief, genetic information, or other legally protected status. The University's commitment to nondiscrimination, including against sex discrimination, applies to students, employees, and applicants for admission and employment. Contact information, applicable laws, and complaint procedures are included on UA's statement of nondiscrimination available at


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