Office Manager

Apply now Job no: 509329
Classification:Administrative Specialist 3
Grade:Grade 79
Work type:Staff Full-time
Administrative Unit:University of Alaska Fairbanks
School/Business unit:UAF Chancellor
Location: Fairbanks
Categories: Administrative/Personnel

Position Summary:

The University of Alaska Fairbanks is recruiting for an Office Manager for the Governance Office. This position is an exempt staff, Grade 79, and works 80 hours per pay period with a 12 month contract. Starting pay for this position is $25.82 per hour. This office and position is unique to the university. The opportunity for faculty and staff to participate in shared governance is codified in Board of Regents Policy and is further authorized by the approval of the Constitution and Bylaws of the individual governance groups by the Chancellor. If you are interested in this position please click on the link in blue text for additional information.

Duties:

10Public Relations/Administrative Management: Work with Faculty Senate and Staff Council Officers to establish working relationship with University Administrators; inform them of meetings to attend, committee appointments to make, and other issues to be dealt with by them or the governance body. Bring them up to speed on various aspects of governance structure and function within the University.Essential
12Administrative Management: Ascertain and evaluate work needed to accomplish goals of UAF governance bodies and their committees; keep track of governance issues; communicate governance issues and efforts with the university community, departments and elected representatives; compose correspondence, reports, news releases; prepare, edit, and distribute Faculty Senate and Staff Council minutes and actions.Essential
12Administrative/Clerical Support: Organize, attend, and record proceedings for monthly Faculty Senate and Staff Council meetings. Set agenda and compose meeting minutes for distribution. Forward actions to Chancellor''s Office for approval; distribute actions of the governance bodies appropriately. Work closely with Administrative Committee/Executive Board to set agenda and assign issues to other committees for Faculty Senate/Staff Council respectively. Coordinate committee activities; distribute agendas, minutes and related materials, arrange audio/video conferences, issue public notices, schedule rooms, and post on UAF Web Calendar. Ensure participation from rural campuses in the governance process.Essential
17Governance/Public Relations: Primary point of contact in the Governance Office for Faculty Senate and Staff Council; assist with interpretation and implementation of UA/UAF policies and procedures, and academic policies and regulations, update and publish Faculty Senate Directory & Handbook, serve as resource person by researching and disseminating information of actions of the governance bodies.Essential
27Academic Support: Prepare, edit and distribute Senate Academic Course & Degree Procedures Manual. Verify academic requests from all campus departments, check for completion and accuracy (give instructions when necessary); prepare and distribute list for committee and community input; process approvals through committees, Faculty Senate and Chancellor/Provost Office. Work closely with the Registrar''s Office/Graduation Office in incorporating changes in academic policy and courses/programs into UAF catalog. Design and implement electronic procedures and web-based tracking to streamline the submission of course request paperwork from campus departments and to track the progress of course requests through the Senate review committees and the final approval process, with the goal of working toward a paperless system.Essential
5Administrative/Records Management: Coordinate activities related to Faculty Senate, Staff Council and committee elections; ascertain Faculty Senate, Staff Council and committee vacancies and notify units of vacancies and election requirements and deadlines; assign new members to committees; prepare, update, and maintain membership, committee, distribution, and email lists.Essential
8Supervision/Training: Manage routine operations of the Governance Office: Supervise and evaluate student assistant. Initiate employment procedures, interview, select and process hiring documents for student assistant. Train new student assistant. Provide guidance for daily work flow.Essential
9Administrative/Records Management: Maintain Governance Office web site (Faculty Senate, Staff Council, Governance Coordinating Committee); update membership information annually and as needed, post agendas, minutes, and actions monthly. Design and maintain web pages for curriculum request tracking. Compile Index of Actions of the Faculty Senate and Staff Council and Index of Curriculum Actions at year end; distribute to appropriate university-wide offices. Prepare and process material for Archives.Essential

The successful candidate for the Office Manager for the Governance Office must be able to work independently using knowledge of university operations and foresight, to identify issues and determine necessary actions. The successful candidate must be able to communicate clearly to those involved. Special attention is required to ensure participation from the rural campuses in the governance process. The person in this position must be able to coordinate people and information necessary for successfully completing projects.

Some Senate committees require a great deal of preparation work by this position. This includes the Curriculum Review, Curricular Affairs, Core Review, and the Graduate Academic & Advisory Committee. This position prepares the Academic Course & Degree Procedures Manual, establishes appropriate deadlines and verifies academic requests from all campus departments. The academic review has a fall and spring cycle with approximately 50 graduate, 200-250 undergraduate, and 20 Core requests. It is crucial that all campus departments and rural campuses are aware of the proposed academic changes. This position monitors approvals and forwards recommendations to the Senate and/or Chancellor/Provost's Office, as appropriate. Position also works closely with the Registrar's Office/Graduation Office Organization, communication and attention to detail are required.

Required Knowledge/Skills/Abilities: Organizational and management skills to balance the demands from the various governance leaders, committee members and governance bodies in dealing with the Provost, Chancellor, and Statewide offices. Experience in working with diverse groups and individuals with tact and discretion. Extensive computer ability in word processing, spreadsheets, including email, internet, with additional knowledge of Pagemaker, Dreamweaver, and web page design; knowledge of audioconference and recording equipment. Professional level writing and communication skills; critical thinking and problem solving skills; interpersonal skills to train others; and supervisory skills; GAAP.

Required Experience: Three years of administrative experience at a higher educational institution. Experience in working independently; organizing and prioritizing workload, working cooperatively with others. Three years supervisory experience. Ability to work under pressure with multiple deadlines. Demonstrate problem solving and decision making skills.

Typical Education or Training: Three years college coursework. Bachelor's degree preferred or relevant equivalent training and experience for minimum level of critical thinking and academic experience and greater strength in job requirements and credibility in working with faculty and senior administrators.

To apply for this position please provide a cover letter, resume, and contact information for three professional references with your application.

The review of this posting will start on June 1, 2018 ,at 11:55 PM Alaska Time. Applications received after this date may not be considered.

Background Check:
The successful applicant is required to complete a background check. Any offer of employment is contingent on the background check.

Term Position:
This position is a term-funded position and is reviewed annually for contract renewal at the University's discretion.

Probationary:
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: http://www.uaf.edu/chancellor/policy/04.07.010/

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 www.alaska.edu/nondiscrimination

Drug-Free Workplace:
Pursuant to Board of Regent’ Policy 04.02.040, the University of Alaska is a Drug-Free Workplace. This prohibits the unlawful manufacture, distribution, dispensing, possession, or use by an employee of a controlled substance in any workplace of the university.

Tobacco-Free Campus:
UAF Campus is a tobacco free campus. For more information, please go to: http://www.uaf.edu/tobaccofreecampus/

Advertised: Alaskan Daylight Time
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