Assistant to the Dean

Apply now Job no: 509377
Classification:Administrative Generalist 4
Grade:Grade 77
Work type:Staff Full-time
Administrative Unit:University of Alaska Fairbanks
School/Business unit:College of Nat Sciences&Mathematics
Location: Fairbanks
Categories: Administrative/Personnel

Position Summary:

UAF seeks applicants for the position of Assistant to the Dean, in the College of Natural Science and Mathematics. The successful applicant will report to the Dean of CNSM and the Executive Officer to maintain a friendly, organized office.


10Fiscal Management/Travel/Purchasing/Petty Cash: Independently initiate, process and reconcile administrative fiscal transactions to include but not limited to purchasing, payroll, travel, direct pays and petty cash. Act as petty cashier for the college; maintain accurate balance to ensure correct reimbursement both to the purchases and to the account. Apply problem-solving and analytical skills to financial systems, procedures and accounts. Reconcile ProCard and travel card: post transactions, maintain accurate ledgers, reconciling activity to Banner Finance. Research anomalies and process adjustment journal vouchers as needed. Manage fiscal files in compliance with university retention schedules. maintain current knowledge of university fiscal policies and procedures by attending university and administrative meetings and trainings. Coordinate and arrange all travel services for the dean, compute cost of travel, accommodations and transportation as needed. Use computerized reservation and ticketing systems to book and purchase various types of travel. Receive completed travel forms and receipts to review for accuracy and compliance within University travel regulations; reconcile charges for reimbursement. Back up travel and purchasing for dean''s office staff as necessary. Manage office purchasing processes, including bids/quotes, purchase requisitions, purchase orders and procurement card transactions. Authorized department Procard holder, approved to purchase up to $5,000 per transaction. Purchase supplies for the dean''s office; maintain accurate and current records of all purchases.Essential
15Faculty Services Oversee coordination of faculty workloads and annual activities reporting; schedule evaluation meetings between faculty, dean and directors. Manage Faculty 180 reports. Coordinate data for faculty files, communicate with faculty and review committees on process, develop schedule and supporting materials for dean''s review; support dean''s efforts to conduct processes within the university and collective bargaining agreement guidelines and time line. Assist dean and executive officer with promotion, tenure, 4th year review, post-tenure review, annual evaluation and sabbatical leave processes. Back up to executive officer in faculty-related matters and files.Essential
20Front Desk: Front-office duties place this position as the first point of contact for persons contacting the dean or the Dean''s Office in person, by telephone and email. Act on own initiative to unpredictable range of daily activities involving faculty, staff, students and the public. Use discretion, analytical and problem-solving skills, and resourcefulness to reach solutions to problems. Direct calls and inquiries as appropriate, initiate correspondence, take appropriate action and follow through. Monitor traffic flow through the dean''s office.Essential
20Office Management: Manage the affairs of a busy academic office. Maintain adequate supply of office materials and supplies. Responsible for inventory of equipment purchased for the Dean''s Office and CNSM Division of Outreach PIs. Maintain Runcorn Conference Room schedule as equipment check out. Maintain general office equipment such as copiers, fax machines, and hand tools. Manage storage room, schedule annual college-wide shred day. Mail distribution. Coordinate special events such as the dean''s convocation and female faculty luncheons arranging for facilities, catering and advertising for Dean''s Office events. Plan and manage projects delegated by the dean or executive officer, such as coordination of CNSM''s portion of the Outstanding Undergraduate Awards Breakfast. Assist in coordinating special college events such as the annual holiday party, barbecue and Science Potpourri. Serve as back up building coordinator; report building issues or enter e-WORFs as needed. Assist executive officer and fiscal officer with special projects/tasks; assist college staff as needed. Oversee procurement of office water and other supplies. Supervise student assistant as necessary. Provide back up to HR technician as needed. Participate in training and meetings as necessary; serve as liaison to the Office of the Provost as well as other departments; represent CNSM on committees. Maintain college car and driver list. Other duties as assigned.Essential
35Assistant to the dean: This is an advanced level position distinguished by significant latitude to determine methods of performing the work, using judgment, and setting priorities for a wide variety of services to the CNSM Dean, staff, faculty and students. The Assistant to the Dean is the key coordinator of day-to-day operations and special projects requiring independence and initiative in prioritizing and organizing work. This position coordinates and provides support for the administrative functions and activities of the dean as needed for effective operation of the CNSM Dean''s Office. Duties include: Act as interface between the dean and college faculty, staff and students by filtering access to the dean. Resolve or appropriately redirect inquiries. Act on own initiative regarding range of daily activities. Schedule and coordinate all appointments for the dean and maintain master Dean''s Office calendar. Schedule biannual budget meetings for the fiscal officer; schedule meetings on occasion for executive officer. Routinely interact with a wide range of people including administrators, department chairs, faculty, staff and students, as well as external organization and industry professionals. Alert dean and executive officer of potential problems involving concerns of a confidential nature from students, faculty, staff or elsewhere. Keep dean and executive officer apprised of emerging issues. Manage flow of all documents requiring the dean''s review and signature; process appropriately for record keeping; maintain file logs, and paper/electronic files. Oversee organization and maintenance of graduate student files as well as general files related to other administrative activities and/or business of the Dean''s Office. Process academic standing letters each semester; coordinate dean''s response to student academic matters such as appeals, petitions, probation and honors letters, etc. Prepare correspondence, reports and other documents as requested. Research and compile information as needed. Track items and ensure follow-through. Provide administrative support for executive hiring committees chaired by the dean. This involves extensive coordination of logistics, schedules, travel arrangements, etc. Serve as contact person for the applicants; provide a positive and professional impression of UAF and the Dean''s Office while assisting with interview arrangements and follow-up. Coordinate the student opinion of instruction process with the departments. Manage Faculty 180 reports. Manage college email account, CNSM list-serves for both staff and faculty, update directory, and HR system queue for dean''s signature.Essential
CNSM is seeking a dynamic individual to serve as the assistant to the dean and support the executive staff in an action packed and fast paced office setting. The successful applicant will be flexible, able to handle multiple tasks and be able to anticipate needs, proactively taking care of situations and issues. We seek an individual who is able to work with a diverse workforce, and maintain a friendly, organized office space.

This is a critical position to the dean's office management team.

Duties of the position include serving as the main point of contact for person's contacting the dean's office either in person, telephone or via email; managing the dean's appointments, calendar and travel; managing the dean's office including the tracking and filing of documents requiring the dean's signature; serving as file custodian for the office; and assisting the executive staff with special projects. This position has significant latitude to determine methods of performing the work, using judgment, and setting priorities for a wide variety of services to the dean, staff, faculty, and students. The assistant to the dean is the key coordinator of day-to-day operations and special projects requiring independence and initiative in prioritizing and organizing work, and coordinating support for administrative functions and activities needed for effective operation of the dean's office.
Background Check:
The successful applicant is required to complete a background check. Any offer of employment is contingent on the background check.
Probationary Period:
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: http//
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 condition, 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
Applications must be received prior to 11:55 PM Alaska time on 5/30/2018 to be considered. Applications received after this time and date may not be considered for this position.  Incomplete applications will not be considered.
If you have questions about this position, please contact Austin Bottasso, HR technician at 907-474-6714 or

Advertised: Alaskan Daylight Time
Applications close:

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