Arts and Sciences Administrative Operations Manager
Apply now Job no: 516647
Classification:Administrative Management 1
Work type: Staff Full-time
Administrative Unit:University of Alaska Southeast
School/Business unit:UAS School of Arts & Sciences
Categories: Administrative/Personnel, Business/Accounting/Finance, Human Resources, Office/Clerical
The School of Arts & Sciences is seeking an Administrative Operations Manager for University of Alaska Southeast's largest regional academic unit. The administrative manager is a senior-level administrator for the School, responsible for fiscal and operational management in support of the faculty, staff, and leadership of A&S. This academic division is comprised of four regional departments that offer a wide variety of degree and certificate programs and all of the institution's General Education Requirements (GERs) from the Juneau, Ketchikan, and Sitka campuses. The successful candidate will need to manage competing responsibilities and be responsive to members of the School and campus community. Knowledge of academic administration preferred. UAS encourages applications from candidates who are particularly excited about opportunities to provide fiscal management support to a large and complex academic division. We strongly encourage women, minorities, individuals with disabilities, and veterans to apply.
40% Personnel / Human Resources (40%) - Hire, train, supervise and evaluate all departmental administrative staff and lab technicians. Coordinate assignments and workloads for support staff to meet departmental goals Organize and/or support staff professional and leadership development activities, including serving as a mentor to other staff within the School. Organize and conduct staff meetings, including developing agendas and scheduling special topic presentations. Collaborate with UA Statewide to manage and maintain documentation, policies, and processes. Manage and approve, with delegated authority, faculty, student and staff contract letter process. Advise and make recommendations to the Dean regarding personnel actions, in coordination with, and with input from HR.
Operations - Responsible for strategic planning and implementation in the administrative operations areas and independently develops and applies goals, strategic direction, policies, and procedure to administrative operations in A&S, with a periodic review of their effectiveness to improve efficiency and productivity. Work collaboratively with Dean’s office to coordinate the annual schedule and enrollment management for courses with the Chairs in the Departments of Humanities, Social Sciences, and Natural Sciences. Serve as a member of the A&S Dean’s Council to provide leadership expertise on budgets, human resources, and other administrative issues. Respond to inquiries from staff, faculty, administration, and the general public. Represent A&S in meetings and activities with internal and external stakeholders. Regularly promote and implement changes for continuous improvement of processes and procedures to increase the efficiency and effectiveness of academic operations across the School. Responsible for analysis, interpretation and application of university, state and federal rules, regulations, policies and procedures within the A&S environment to ensure compliance by departments, staff and students within A&S. Research and collect relevant information on special projects for the A&S. Respond to inquiries made to the A&S Dean's office from internal and external entities. Take on other short-term duties as assigned by the Dean, including but not limited to committee work and special projects. Essential
60% Fiscal Management (60%) – Prepare an annual budget of approximately $6M for A&S on the Juneau Campus. Manage expenditures for the successful execution of all annual School, Department, and program budgets. Complete the UAS monthly management reports and review with the Dean and Department Chairs. Make adjustments and/or corrections to budgets based on Department and School priorities and as approved by the Dean. Create other specialized financial reports as needed. Provide administrative oversight and back up for management of approximately $1.2M of annual expenditures from grant-funded budgets for research and sponsored programs in A&S on the Juneau campus working collaboratively with the administrative specialists for grant. Manage budget revisions as necessary including those crossing major funding units (academic departments; schools; campuses; research centers). Coordinate adjustments and corrections to all A&S budgets with the PIs and the UAS Budget, Grants & Contracts Office. Ensure proper departmental management of fiscal year-end activities and/or clos-out of completed grant awards and contracts. Essential
The School of Arts & Sciences seeks an Administrative Operations Manager on the Juneau Campus, University of Alaska Southeast. The UAS School of Arts & Sciences is comprised of Departments of Business and Public Administration, Humanities, Natural Sciences and Social Sciences that offer degree programs and the institution's General Education Requirements (GERs) from the Juneau, Ketchikan, and Sitka campuses. Teaching, learning, research and creative activity take place not only in classrooms and online, but also in the rain forest, ice field, wetlands, and marine environment of Southeast Alaska. The successful candidate must be able to successfully manage complex processes and procedures and ensure compliance with university policies and procedures. Must be able to lead and develop staff.
The person in this position must exercise good judgment in financial decision making and ability to seek direction. This is a
Grade 80, Step 15 (annual salary is $67,475.20), 12-month, full time, salaried position complete with a competitive UA employee benefits package. No relocation allowance is available for this position.
UA employees receive excellent benefits including participation in State of Alaska PERS retirement, 12 paid holidays per year, tuition waivers for employees and family members, and affordable medical, dental and vision care coverage. This is an open until filled recruitment with the initial application review taking place on June 1st, 2021.
As a public, regional, comprehensive university, UAS is committed to building a culturally diverse and inclusive organization and strongly encourages women, minorities, individuals with disabilities, and veterans to apply. All interested persons should apply online.
Located in the ancestral homeland of the Tlingit, Haida and Tsimshian peoples, the University of Alaska Southeast (UAS) is fully committed to advancing the education and research aspirations of Indigenous peoples and is committed to ongoing work toward decolonization. These efforts are reflected in our UAS programs and formal community partnerships across our three campuses and throughout all of Southeast Alaska.
Application Materials & Instructions to Apply:
To ensure consideration of your application, please apply by
May 31, 2021 by11:55 pm Alaska Standard Time. Review of applications will begin on June 1, 2021. This position will remain open until filled.
Please include the following with your application: Resume, cover letter, and the names and contact information for three professional references.
Uploaded application documents must be viewable, and not password protected, in order to allow for processing.
Education & Experience
A Bachelor’s degree in business administration or a related field is required and three (3) years of progressively responsible experience related to the program specialty, which includes positions of significant budget management and team leadership responsibilities. Previous experience with staff supervision is preferred.
Master’s degree in business administration, public administration, or management related field is preferred.
Previous experience in higher education is preferred.
Experience successfully working with people of diverse cultural and ethnic backgrounds is preferred.
At least three years progressive responsible experience in business/educational management and administration, employee supervision, and team leadership experience, along with significant experience with written, oral, and interpersonal communication in a highly professional, public service work environment.
Advance knowledge of accounting theory and generally accepted accounting principles (GAAP). Fiscal financial or budget analysis skills that include knowledge/use of spreadsheet, database, and query development tools.
Knowledge of UA fiscal rules and regulations is preferred.
Familiarity with grants and restricted funds management.
Strong project and team management skills.
Strong customer service skills.
Effective oral and written communication skills.
Ability to perform independent research.
Experience with process improvement techniques and demonstrated effectiveness in managing in a culture of change and/or transition.
Reasonable Accommodation Statement: The University of Alaska (UA) is responsible for providing reasonable accommodations to individuals with disabilities throughout the applicant screening process. If you need assistance in completing this application or during any phase of the interview process, please contact UA Human Resources by phone at 907-450-8200.
Affirmative Action Statement: UA is an AA/EO employer and educational institution and prohibits illegal discrimination against any individual: www.alaska.edu/nondiscrimination
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.
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 campuses are Tobacco-Free.
Training Policy: It is the policy of the University of Alaska (UA) that all employees are required to complete training to meet the requirements of the positions they hold, and to complete the required training within a specified period to remain employed at the UA. Contact Information: If you have any questions regarding this position, please contact University of Alaska HR at 907-450-8200.
Advertised: Alaskan Daylight Time 26 Apr 2021
Back to search results Apply now Refer a friend