Executive Assistant to the Chief Human Resources Officer

Apply now Job no: 513988
Classification:Administrative Specialist 2
Grade:Grade 78
Work type:Staff Full-time
Administrative Unit:University of Alaska Statewide
School/Business unit:SW Human Resources
Location: Anchorage
Categories: Administrative/Personnel, Human Resources, Office/Clerical

Position Summary:

The Executive Assistant (EA) serves the Chief Human Resources Officer (CHRO) in a highly visible role dealing with the regents, president, vice presidents, chancellors, vice chancellors, and chief officers. The EA provides logistical support to the CHRO in a highly professional, fast-paced, and confidential environment.

Duties:

100%Proactively supports the administrative operations and personnel of the Human Resources office. Provides major administrative support and confidential advice to the Chief Human Resources Officer (CHRO). Keep the CHRO informed of appointments, priorities, and deadlines through multiple channels and in a timely and efficient manner. Compose a variety of documents and forms including reports, correspondences, memorandums, meeting agendas, legal documents, and other specialized materials from rough drafts, dictation, modified standard formats, and brief verbal instruction. Proofread, verify, and review a variety of material and reports for accuracy, completeness, and conformance with established standards, regulations, policies, and procedures; ensure materials are accurate and complete. Manages the timely flow of information and materials to/from the University HR Offices. Responds timely to all complaints, defusing issues and advancing them to the appropriate personnel for closer evaluation and handling. The Executive Assistant (EA) provides assistance to the CHRO in all aspects of their administration and operation of the UA system, promoting a positive image of the university. In this capacity, the EA has a high degree of autonomy and responsibility. The EA serves the CHRO in a highly visible role dealing with the regents, president, vice presidents, chancellors, vice chancellors, and chief officers. The EA assists the Fiscal Officer in managing a highly professional, fast-paced, and confidential executive office environment. The EA plans, oversees, and facilitates the efficient utilization of the CHRO's time, using good judgment to commit the CHRO to meetings with various constituencies, speaking engagements, and other events; maintains the CHRO calendar. The EA serves as a liaison between the CHRO and their direct reports, as well as the offices of the president, board of regents, general counsel, and other university administrators. The EA arranges meetings of CHRO direct reports and prepares agendas based on input from the CHRO and direct reports. The EA exercises initiative to identify, collect and analyze information, background and other details to prepare the CHRO for meetings, speaking engagements, management, and operational reviews, conferences and other events. The EA confers with the CHRO after meetings to discuss additional follow-up. The EA prepares notes, talking points, and visual presentations for speaking engagements. The EA assists in the preparation for meetings and exercises discretion in assembling materials for meetings. The EA will research, prepare, and edit internal and external presentations for the CHRO. The EA analyzes, interprets, and applies applicable policies and regulations, assesses what information is needed, independently conducts research to collect information and materials, and briefs and advises the CHRO regarding next steps; the EA will also draft communications and decisions. Coordinate travel arrangements. Plan, organize work activities; recommend improvements to workflow, procedures, and the use of equipment and forms; implement improvements as approved; develop, revise, and maintain master documents. Perform other duties as assigned.Essential

The Executive Assistant, provides high-level administrative support to the Chief Human Resources Officer (CHRO) and the Human Resources department. Also prepares agendas, memos, communication, and correspondence; identify meeting participants; collect, prepare and distribute appropriate briefing materials; anticipate and identify issues for discussion while coordinating with CHRO. Make travel arrangements, maintain calendars, and assist with communication between CHRO and campus leadership, faculty, staff, and students.

KNOWLEDGE/SKILLS/ABILITIES:

Requires comprehensive understanding of HR (payroll, personnel, benefits, recruitment, budget), including HR processes, HR theory, and HR compliance
Knowledge of UA policies, regulations and practices
Ability to interpret applicable state and federal employment law
Intermediate skills with Microsoft Office applications: Word, PowerPoint, Excel
Intermediate skills with Google Suite applications
Ability to multi-task, manage tasks and priorities, and meet deadlines
Ability to establish and maintain files and record-keeping systems
Excellent oral and written communication skills
Must be skilled at identifying and proactively addressing problems or potential risks
Must have organizational and follow-up skills
Exercise high-level attention to detail to effectively complete tasks
Must be able to prioritize workload independently and meet deadlines under stressful situations
Must be flexible and able to work in an environment of change
Must be able to foster a collaborative team environment and build relationships
Must be able to recommend actions for improvements to current processes

REQUIRED EXPERIENCE:

Minimum of two years of progressively responsible experience in office administration, human resources or related field. Previous experience in the role of an executive assistant or office management preferred.

TYPICAL EDUCATION OR TRAINING:

Associate’s degree in Human Resources, Business, or related field, or an equivalent combination of training and experience.

This is a full-time, Grade 78, minimum $23.60/hr, DOE, 12-month position complete with a competitive salary and UA employee benefits package.

To Apply:
To ensure consideration for this position, please submit a cover letter, resume, and three professional references by 11:59 PM on 24 November 2019. The first application review will be on 25 November 2019

Background Check:

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

Affirmative Action Statement:

UA is an AA/EO employer and educational institution and prohibits illegal discrimination against any individual:  www.alaska.edu/nondiscrimination

Public Disclosure Statement:

Your application for employment with the University of Alaska is subject to public disclosure under the Alaska Public Records Act.

University of Alaska is a Drug Free Workplace. University of Alaska is a Drug Free Workplace

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 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 UA.

Contact Information: If you have any questions regarding this position please contact University of Alaska HR at 907-450-8200.

Advertised: Alaskan Standard Time
Applications close: Alaskan Standard Time

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