Assistant to Vice Chancellor

Apply now Job no: 510917
Classification:Administrative Specialist 3
Grade:Grade 79
Work type:Staff Full-time
Administrative Unit:University of Alaska Fairbanks
School/Business unit:VCSA Admin & Central Support
Location: Fairbanks
Categories: Administrative/Personnel, Human Resources, Office/Clerical, Other, Student Affairs/Services

Position Summary:

The Vice Chancellor for Student Affair’s office is accepting applications for the Assistant to the Vice Chancellor. This position will provide professional, confidential and proactive support for the Vice Chancellor and overall office support. The candidate must be flexible, and well organized to meet the demands of this office.

Duties:

10Prioritization of Workload/Follow-up: Decide which issues move forward, which are handled personally or delegated. Monitor and follow-up on projects. Take proper steps to ensure that deadlines and objectives are met. Prioritize Vice Chancellor's workload and issues that require attention.Essential
10Supervisory/Lead and Back-up: Cross train and act as back-up when Office Manager/PPA is out or is temporarily unavailable. Duties include answering phones, directing traffic, scheduling appointments for other office staff, etc. Requires the ability to maintain confidentiality and diffuse tense situations.Essential
15Records Management: Act as records manager for integrated filing system. Prepare daily meeting materials for the VC, including retrieving materials and pertinent information needed for meeting preparation, which may include internal and external offices. Also includes distribution of Chancellor's Cabinet and University & Student Advancment directors' meeting materials.Essential
30Public Relations/Communication: Interface between Statewide administration, UAF students, staff, and faculty; resolve or appropriately redirect inquiries from UAF community and general public. Represents Vice Chancellor to constituents by participating in system, MAU, and unit meeting/events. Direct preparation of and response to written, oral and electronic comunication. Direct preparation and/or respond to personnel, legal or grievance documents to conform to Regents' Policy and University Regulation. Prepare correspondence outlining and explaining administrative policies and procedures to directors and Chancellor's Cabinet. Direct preparation of records such as agendas, notices, minutes, and resolutions for University meetings.Essential
35Administrative: Direct day-to-day functional operations of the Vice Chancellor's office and provide coordination among units reporting to the Vice Chancellor. manage the Vice Chancellor's (VC) calendar and independently schedule appointments. Decide who gets direct access to the VC Resolve conflict situations immediately if they arise. Monitor compliance with directives and administrative policies/procedures related to executive-level decisions and actions. Arrange programs, events, or conferences by arranging facilities, caterer, and menu coordination; issue information or invitations; and control event budget. Serve as liaison for special events coordinated by Administrative Departments that may overlap with the Vice Chancellor's office. Coordinate/arrange travel for VC. Serve as confidant and provide high level administrative support to the EX leadership. Provide back-up support to Associate VC when needed.Essential

Knowledge/Skills/Abilities:

Advanced knowledge of and extensive managerial/supervisory experience with UA and UAF structure.

Executive office protocol and procedures; and excellent phone and people skills.

Knowledge of academic and university administrative issues.

Possess tact, diplomacy, maturity and excellent human relations skills; adaptable to all situations and

modify priorities accordingly; able to work under stress; and maintain confidentiality.

Electronic technology information systems: Banner, spreadsheets, database management, word

processing, and e-mail systems.

Excellent written and verbal communication skills.

Demonstrated commitment to diversity, inclusive, equity and accessibility in a university environment.

Required Experience:

Demonstrated executive assistant experience acquired through progressively more responsible experience; typically 3 to 7 years

Typical Education or Training:

Three years college coursework and 3 years of increasingly responsible experience related to the duties OR combination of training and experience.

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 January 13, 2019 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 Standard Time
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