Office Manager & Advisor

Apply now Job no: 510046
Classification:Administrative Specialist 3
Grade:Grade 79
Work type:Staff Full-time
Administrative Unit:University of Alaska Fairbanks
School/Business unit:UAF Student Services
Location: Fairbanks
Categories: Other, Student Affairs/Services

Position Summary:

ASUAF advisor position is a dynamic and fast-paced position that has the opportunity to help students grow and develop as leaders at UAF. This position reports to the director of the Wood Center and will collaborate with other members of Wood Center to provide intentional and meaningful student leadership development to the students of ASUAF. The ASUAF Advisor will provide day-to-day mentorship, office and financial management, and assist ASUAF in their mission to represent and advocate for all students at the University of Alaska Fairbanks. Duties of fiscal and operational management of ASUAF will be done in collaboration with WC fiscal officer.

Duties:

30OFFICE & FINANCIAL MANAGEMENT Oversee function and services of the ASUAF office. Ensure maintenance of business equipment for student use and oversee file/archive management. Initiate & host complex meetings. Serve as communication point between the student body, staff and student government. Serve as general resource to students regarding UAF student Government and governance groups. Review and act on all student legislation. Signature authority for all financial transactions for ASUAF, Sun Star, KSUA, Concert Board and Sustainability. Oversee manage complex requisitions and travel encumbrances in Banner, ensuring timely and accurate reimbursements. Oversee reconciliation of department procard accounts (5.) Oversee and regularly review expenditure/revenue activity to ensure compliance with fund restrictions and UA policies. Develop, manage and Forecast annual and long-term budgetary needs; advise Student president and senate regarding forecasts, financial policies and restrictions. Independent development, submission, and management of ASUAF''s annual budget, in cooperation with the student body President, senate, and approved by the Board of Regents. Provide monthly management reports on all groups to appropriate entities. Address all budget issues as they arise, managing fund balances and budget revisions with Statewide/BOR.Essential
5HUMAN RESOURCES & MISCELLANEOUS SERVICES Primary PPA for ASUAF, Sun Star, KSUA, Concert Board and Sustainability (T225 & T270.) Initiate and process recruitment efforts through all phases. Maintain confidentiality. Approve/Acknowledge web time sheets for all groups; audit work effort & entry in Banner. Responsible for preparing all personnel job forms, including paperless job form processing. Initiate & verify correct completion of new hire paperwork. Remain updated on HR processes and procedures; participate in PPA trainings. Administrate other Student Government services as needed, including but not limited to attorney consultations, student elections, event oversight, ensuring that proper procedures are followed for events with minors, food, alcohol, or other restricted variables. Manages conflict resolution with students, faculty and staff when need arises in coordination with HR consultants when needed.Essential
65ADVISING, TRAINING & SUPERVISORY Directly supervise administrative support staff (2) and student office workers. Second-line supervisor for employed and elected student leaders of ASUAF, KSUA, Sun Star, Concert Board and Sustainability in conjunction with relevant Governance Agreements. Maintain productive atmosphere, including mediation and conflict resolution. Advise with impartial guidance to the ASUAF student government, programming boards, election board, budget management, risk management and parliamentary procedures to include the ASUAF president, Vice President, senators, directors and other elected ASUAF student representatives. Areas of guidance/advising include leadership strategies, organization management, conflict resolution, financial practices & management, program development, business & employment ethics, recruitment and risk management. Maintain professional neutrality and diplomacy at all times when advising, allowing students to reach independent goals. Analyze situations and recommend appropriate action, presenting multiple possible actions and perspectives for consideration when applicable. Responsible for training all student workers and officers on University System and internal policy and procedures both general and specific. Reviews employee work to ensure compliance. Maintain tact, diplomacy, objectivity and sound judgment when interacting with student, staff, faculty and the public. Schedule and conduct on-boarding and development training for staff and student leaders on effective organizational management, risk management, legislative advocacy practices, conflict resolution and parliamentary procedures. Develop and maintain student-centered policy and procedures; streamline best practices and processes for all governance groups. Attend meetings and sit on all ASUAF-related student committees as ex-officio in an advisory capacity. Apply responsible corrective action in complex situations. This position is a mentor in guiding the development, management, supervises the ASUAF student leadership and is an advocate for student groups to be inclusive and representative of UAF’s diverse student body. Assist in facilitating and supervising retreats.Essential

Knowledge/Skills/Abilities:

Knowledge of Student Governments, student affairs practice, and student development theories. Ability to work with a team of student affairs professionals and collaborate to provide a variety of trainings, programs and leadership opportunities to college students.

Budget management including budget forecasting and accounting principles.

Ability to supervise professional staff and student staff.

Ability to work with a diverse group of students.

Ability and knowledge to assist with conflict management and resolution.

Knowledge of assessment and student affairs best practices.

Required Experience:

Two-Three years working within a college setting. Experience with student advising practices and supporting student development theories. Experience working in a fast-paced multi-faceted office environment. Supervisor experience and leadership development.

Typical Education or Training:

Bachelors degree or equivalent training. Masters in student affairs preferred.

Special instructions to applicants:

Please attach a resume, cover letter, and names and contact information (email and phone number) for three (3) references.

If you need assistance applying to this posting, please contact UAF Office of Human Resources at 907-474-7700

This is a Grade 79; minimum starting pay $25.82.

Application Review Date:

This position is open until filled, applications must be received prior to 11:55 PM Alaska time on August 14, 2018 to be considered. Applications received after this time and date may not be considered for this position.

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

Tobacco-Free Campus:

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

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

Advertised: Alaskan Daylight Time
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