Executive Assistant to the Dean

Apply now Job no: 508269
Classification:Administrative Specialist 3
Grade:Grade 79
Work type:Staff Full-time
Administrative Unit:University of Alaska Southeast
School/Business unit:Juneau Campus Deans
Location: Juneau
Categories: Human Resources, Office/Clerical

Position Summary:

Internal Applicants Only: The University of Alaska Southeast, School of Arts & Sciences is seeking an Executive Assistant to the Dean of Arts & Sciences on the Juneau, Auke Lake campus. The position requires excellent administrative, organizational, communication, technology, and interpersonal skills to efficiently problem solve in a complex university setting. This role includes the supervision of four other administrative assistance within the academic division. The incumbent should be able to handle a high-volume workload in a fast-paced environment while providing excellent customer service to staff, faculty, students, and the general public. UAS encourages applications from candidates who are particularly excited about opportunities to support higher education opportunities in Southeast Alaska. We strongly encourage women, minorities, individuals with disabilities, and veterans to apply.

Duties:

10Academic Affairs: Coordinate with faculty members, the Provost''s Office, Human Resources, and Statewide Labor Relations as appropriate with regard to Arts & Sciences faculty and academic affairs and processes. Oversee administration of recurring projects such as the six-year sequence maintained on the Provost’s web site, program assessment plans, annual assessment reports, and program reviews with support from Course Scheduling Assistant.Essential
10Communications: Coordinate and facilitate all types of correspondence, and draft correspondence from Dean to internal and external entities including Dean’s List letters each regular semester. Ensure timely distribution of correspondence from the Dean. Keep the school’s website up to date with regard to personnel information and school events. Make academic program updates to the website as requested by faculty. Coordinate and plan annual communications to faculty in regards to HR and academic affairs needs.Essential
10Records Management: In adherence with multiple policies and procedures, collect, process, and track documents requiring Dean''s authorization; organize, and convey to the Dean documents requiring her/his authorization. Examples include requests relating to financial, academic, and other school-related activities. Organize and maintain Dean''s working files and general office as needed.Essential
15School of Arts and Sciences and Executive Assistance to the Dean: Provide high-end, professional customer service as the Dean/Vice Provost for Research and Sponsored Program''s (VPRSP) main point of contact for both internal and external constituents. Requires good judgement and discretion in the handing of sensitive and confidential issues. Research and locate information as needed, utilizing knowledge of University operations, policies, procedures, and regulations. Provide support for the Dean’s academic and administrative duties as both the Dean of Arts & Sciences and the VPRSP. Maintain the Dean/ VPRSP''s calendar, arrange and schedule meetings and other events and activities.Essential
20Faculty affairs: Interpret and apply complex policies, rules, and regulations including UA Human Resource policies and guidelines, the UAS faculty handbook, and current collective bargaining agreements for three faculty unions on issues related to faculty affairs. Provide administrative support to the dean for a variety of sensitive and confidential faculty processes including the recruitment and hiring of regular and adjunct faculty. Oversee the evaluation processes for faculty (dean’s annual reviews, promotion, tenure and post-tenure reviews), and sabbatical leave requests and report process for the School of Arts & Sciences. Oversee dissemination and management of annual appointment letters, workloads, overloads and summer assignments for regular faculty and adjuncts in accordance with negotiated union agreements, UA policy and Arts and Sciences procedures. Maintain workload agreement files and transmit annual agreements and revisions to the UAS Provost’s Office. Maintain the Academic Record Files for Arts & Sciences faculty members. Monitor published data related to faculty rank, tenure, discipline, and union to ensure accuracy. Troubleshoot problems and resolve complex issues with university entities as needed, including the Provost’s Office, Human Resources, and Statewide Labor Relations. Collaborate with UAS Human Resources staff and UA Labor Relations on individual contract issues.Essential
30Operations Management: supervise and direct four School of Arts and Sciences staff (procurement; travel; HR, facilities and vehicle management; and course scheduling). Define objectives, priorities and deadlines based on School objectives and academic calendar. Delegate duties across staff as needed, particularly for Representational, Communications, or other appropriate tasks. Assess the questions, requests, issues, and problems that are directed to the Dean''s Office and address, re-direct, or elevate as appropriate. Determine temporary staffing needs. Coordinate with School''s Fiscal Professional on budget.Essential
5Representational: Work on special projects, school events, reports, and other duties as assigned by the Dean. Provide general office organization functions to ensure a professional workplace appearance for students, faculty, staff, and the public. Attend regular and select meetings, as designated by the Dean. Set up meeting facilities and services as needed. Represent Arts & Sciences on the UAS Web Strategy Committee and the Commencement Committee.Essential

 Education & Experience

  • A Bachelor’s degree in a related field is preferred.
  • Three years of progressively responsible experience in or related to administration operations.
  • An equivalent combination of training and experience.
  • Experience with purchasing (eg. travel, office supplies, small equipment) via purchase orders, credit card, or check requests.
  • Previous experience in higher education is preferred. 
  • Experience successfully working with people of diverse cultural and ethnic backgrounds is preferred.

Knowledge/Skills/Abilities

  • Ability to supervise administrative staff
  • Familiarity with faculty and academic processes
  • Familiarity with grants and restricted funds management
  • Ability to interpret and apply complex policies, rules, and regulations; familiarity with UA policies and procedures if preferred.
  • Strong project management skills
  • Strong customer service skills
  • Effective oral and written communication skills

The person in this position must exercise good judgment in deciding when to act independently, when to delegate to others and when to seek direction. This is a  Grade 79, 12-month exempt staff position complete with a full employee benefits package. This is an open until filled recruitment with the initial application review taking place on December 4th, 2017. 

As a public, regional, comprehensive university, UAS is committed to building a culturally diverse and inclusive organization and strongly encourages women, minorities, individuals with disabilities, and veterans to apply.  All interested persons should apply online. For further assistance with the application process contact Human Resources at 907-796-6263 or email personnel@alaska.edu.

Advertised: Alaskan Standard Time
Applications close:

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