Toolik Program Administrator

Apply now Job no: 517638
Classification:Administrative Management 2
Grade:Grade 81
Work type:Staff Full-time
Administrative Unit:University of Alaska Fairbanks
School/Business unit:UAF Institute of Arctic Biology
Location: Fairbanks
Categories: Administrative/Personnel, Business/Accounting/Finance, Research/Science/Grants

Position Summary:

Toolik Field Station (TFS) is seeking a full-time person to administer the program of the TFS. TFS is a research station operated and managed by the Institute of Arctic Biology at the University of Alaska Fairbanks (UAF). TFS provides logistical, operational, and scientific support to visiting scientists conducting Arctic research. The field station population ebbs and flows throughout the year with a minimum population of 4 in the winter and up to 150 in the summer. While remote, TFS is like a small village during the summer months, and is a multi-employer workplace, since many visiting scientists are not from UAF.


15%Supervision of the Fairbanks Logistics and Business Office (15%) Ensure smooth functioning of the Fairbanks Logistics and Business Office, whose functions include transportation of personnel and freight to and from TFS, procurement, travel, and fiscal oversight.Essential
30%Reporting (30%) Program Reporting: Assemble and submit quarterly utility and annual progress reports to NSF as required. Prepare the annual rate proposal for the TFS Recharge Center, with input from the TFS Fiscal Manager and TFS Cooperative Agreement PI. Collect and coordinate project management statistics and outcome measures. Respond to requests for information related to program progress, as required. Develop and maintain databases of dissemination activities (publications and presentations), program highlights, sponsored seminars and other reportable information. Track students, both graduate and undergraduate, during and after their participation in field work at the Toolik Field Station and report their outcomes and status to NSF, as appropriate. Monitor financial reports from the TFS Fiscal Manager and provide information to the Toolik Cooperative Agreement PI and TFS management team as needed to meet the objectives of the award.Essential
5%Proposal and budget preparation (5%) Under general direction, provide strategic and technical support during the development of new, renewal, and supplemental proposals for activities related to Toolik Field Station management and participation in international initiatives such as the EU-funded INTERACT program. Review and recommend revisions to proposal narratives. Assist with preparation of annual budget justification narratives.Essential
50%Program Administration (50%) Under general direction, develop, implement, manage, and assess the Toolik Field Station Program under the direction of the Toolik Cooperative Agreement PI in accordance with applicable policies and regulations while meeting the deliverables outlined in the Cooperative Agreement and related grants. Serve as a member of the TFS Management Team. Collaborate with, and support, other members of the TFS Management Team. Participate in meetings with the NSF Program Officer for the Toolik Cooperative Agreement, at the request of the Toolik Cooperative Agreement PI. Work with the TFS Management Team to develop strategic plans and coordination across the university system. Ensure that administrative processes are transparent, strategic, equitable, efficient and effective. Establish administrative procedures to ensure outstanding customer service to researchers using the Toolik Field Station, external collaborators and national and international partners. Provide expert knowledge of grant and contract management. Coordinate with program grant managers at UA to ensure proper fiscal oversight of TFS-related grants, to include budget preparation, procurement, no cost extensions, grant closeouts, representational allowances, and other financial matters. Organize meetings and workshops including meetings of the TFS Management Team, TFS Steering Committee, and the TFS All Scientists’ Meetings, which are expected to occur every other year, and which involve (at present) approximately 90 participants each time. Manage HR related questions and issues as requested by the Toolik Cooperative Agreement PI.Essential

This position will be based out of Fairbanks at UAF and will be supervised by Syndonia Bret-Harte, the Science Co-Director for TFS and PI for the Toolik Cooperative Agreement with NSF that funds the base operations of the Toolik Field Station. The job purpose of the TFS Program Administrator is to ensure that all of the administrative and reporting requirements of Toolik Cooperative Agreement and related grants are met, and that the Fairbanks logistics office functions run smoothly, in coordination with and under the direction of the PI of the Toolik Cooperative Agreement.

Engaging and interacting with the TFS community is a large part of the job of everyone who works at TFS. Toolik Field Station is committed to providing a safe and inclusive environment to everyone at the station. Each member of our staff is committed to working to build and sustain an equitable and inclusive work environment where cultural diversity is celebrated and valued. We believe that diversity benefits and enriches the TFS community.


Expert knowledge of grant and contract management from NSF and other funding sources. Ability to manage a complex program with multiple components, which is funded by both restricted and unrestricted funds, from both national and international sources. Ability to facilitate the development of research proposals. Ability to plan, administer and evaluate programs through the development and implementation of policies and procedures. Ability to decipher requests for information and formulate appropriate responses to a wide variety of audiences. Ability to synthesize information for multiple sources to create comprehensive reports. Excellent interaction, communication and presentation skills. Ability to identify and provide creative solutions to problems. Ability to train faculty and staff in new technologies and procedures. Proficiency with MS Office software, Google Suite for Education and Adobe.

Personal and administrative interactions are done with tact and diplomacy, with a strong sense of cultural and professional sensitivity. Must be an honest broker of information working to advance the program goals to internal and external stakeholders.

Knowledge of NSF or other federal programs, policies, and procedures. Knowledge of federal OMB/FAR regulations.

Ability to manage a complex and changing program; innovative program solving skills, analytical skills and ability to work effectively with others to accomplish program goals. Ability to travel to attend work-related meetings for program coordination and professional development.


At least 4 years of progressively responsible experience with program development, reporting, and evaluation; grant management; and as a supervisor. PREFERRED EXPERIENCE: Proficiency in EndNote, Mendelay, or Zotero programs. Proposal preparation and editing skills. Understanding of UA and UAF structures, policies, and regulations. Certified Research Administrator certification.


Bachelor's Degree in science, business administration, management, public policy or related field, or an equivalent combination of training and experience. Valid driver's license.  PREFERRED EDUCATION: Masters degree in science, business administration, management, public policy or related field, or equivalent. 

This is a full-time, Grade 81, minimum $64,210 yearly, DOE, 12-month position complete with a competitive salary and UA employee benefits package. This position is open until filled with the initial application review taking place on September 30, 2021.  To ensure your application is considered, apply by 11:55 pm, 9/29/2021.  Applications received after this date may not be considered. A complete application will include a resume, cover letter, and contact information for three professional references.

Term Position:

This position is a term-funded position and is reviewed annually for contract renewal at the University's discretion.

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:

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
Applications close:

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