Biology and Wildlife Office Manager

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  • Job Number:519642
  • Classification:Administrative Generalist 4
  • Grade:Grade 77
  • Work type:On Campus, Staff Full-time
  • Administrative Unit:University of Alaska Fairbanks
  • School/Business unit:UAF College of Nat Science & Math
  • Location:Fairbanks
  • Categories: Administrative/Personnel, Business/Accounting/Finance, Office/Clerical

Position Summary:

The Department of Biology & Wildlife is looking for an energetic team member to join us as the Office Manager. This is a full-time, benefitted year-round position. The successful candidate will serve as the first point of contact for the department. Are you someone who likes variety in their work? Are you detail oriented and interested in being a generalist rather than a specialist? We’d love to have you on board!

Duties:

1Department Management and Administrative Support: This employee is the central administrative manager in the Dept. of Biology & Wildlife (BW) and provides comprehensive and complex administrative support to the chair of BW as well as to BW personnel. Communicate with faculty, students, colleagues and visitors and provide information and guidance. Listen and respond to complaints and try to resolve. Respond to requests for information using department emails and listservs. Maintain office calendar. Oversee daily office activities such as in person inquiries, incoming and outgoing mail, deliveries, telephone calls, disburse office and teaching supplies, and assist with building issues. These tasks may be performed by student employees. Coordinate department correspondence, handle confidential papers and forms using DocuSign and NextGen, route for signature or save to Google sites and/or central drives. Compose correspondence using standard business format regarding a variety of issues. Prepare correspondence and documents for others’ signature. Properly handle confidential papers and forms. Manage votes for departmental faculty decisions on policy and promotion-tenure review. Maintain office equipment and supplies. Manage lists and rosters for the department; ensure BW personnel directory is up to date. Maintain portions of the department website. Update copy code access each semester and notify instructors and teaching assistants. Serve on department, college and university committees as needed. Communicate concerns and make suggestions for improvements on processes and training. Participate in staff meetings and development; attend training sessions to upgrade and maintain currency in job skills and university practices/procedures. Create and maintain positive and professional relationships with other UAF personnel. Supervise student employees.Essential
20ACADEMIC PROGRAM SUPPORT: As first-line contact, provide accurate information and guidance to students, faculty, staff and the public about the degree program and course offerings within the department. Provide academic support for faculty, adjuncts and students. Promote student retention and completion. Provide students with forms as needed; provide guidance with regard to academic policies and processes. PIN student registration forms into Banner Coordinate with college advisor to assign faculty advisors and update contact information to help students arrange meetings with advisor. Develop fall, spring and summer course schedules by coordinating with faculty and department chair. Review course schedule proofs for accuracy, initiate changes in CLSS as they occur. Advertise course offerings. Provide faculty with student transcripts, registration forms, and class roster and enrollment reports upon request. Monitor course enrollments and provide regular updates to chair during registration period: run lists of students; interpret data. Add/Drop courses based on enrollments and faculty requests. Reserve classrooms, considering a variety of complex factors.. Assist faculty and department chair with process of curriculum development and change processes. Troubleshoot issues with student fees, CRNs, and instructor approvals for Special Topics courses. Coordinate and organize all faculty course syllabi in accordance with UAF accreditation standards. Maintain central digital repository of course syllabi. Review and submit electronic revisions to update academic catalog and course schedule. Assist with textbook adoptions as needed, and research and order textbook desk copies for faculty. Purchase instructional supplies for classrooms and laboratories and manage course materials. Proctor exams and distribute exam materials as needed. Assist faculty with operation of video conference and other classroom media equipment. Add TAs to CLSS to ensure evaluation of teaching. Participate in the department’s scholarship process, as needed. Prepare annual department applications on website. Research and compile student enrollment and graduation data for university and department accreditation processes, program review, and internal database, UAF Degree Program Reviews, and Student Learning Outcome Assessment (SLOA) summaries. Assist in tracking graduate student employment. Other duties as assigned.Essential
3Coordinate graduate processes. Compile graduate admission applications in preparation for department review. Coordinate with faculty reviewers to ensure successful completion of admission process which requires extensive use of OnBase and departmental data bases. Generate department’s acceptance letters. Liaison to Office of Admissions, the Office of the Registrar and the Graduate school regarding graduate student admissions applications. Determine stipend amount and input data to Google Sheet for offer and contract letter preparation. Monitor department application process for teaching assistantships. Monitor graduate student progress, maintain and audit files, review paperwork, verify enrollment and graduate status, provide reminder notices of missing items. Oversee the timely submission of numerous forms in partnership with the Graduate School, Admission Office, Registrar's Office, Office of International Programs and Human Resources for all graduate, undergraduate and international students. Ensure incoming graduates are registered for Graduate School and Departmental orientations and/or workshops, have an office space and department mailbox, if needed. Coordinate and participate in new graduate student orientation fall and spring semesters. Review committee assignments to determine list of affiliate faculty for approval; track approval process and coordinate with CNSM Dean’s Office to prepare affiliate contracts. Maintain active and archival affiliate faculty files.Essential
4FISCAL, PURCHASING, HR, AND TRAVEL SUPPORT FUNCTIONS: Maintain inventory of office supplies and purchase supplies and equipment for the department, as needed. Research best possible price and shipping. Receive and verify receipt of all goods and services against BW internal requisition form, packing slips and invoices. Maintain soft ledger of department discretionary funds and work with college fiscal officer to maintain accounts. Reconcile ProCard(s). Department liaison with central travel office. Coordinate field trip reservations, paperwork and student insurance. Assist CNSM HR coordinator by providing logistical support and coordination for search committees or recruitment processes. Input relevant information about graduate students and adjunct faculty to Google sheet to populate job forms and contract letters.Essential
5RECORDS MANAGEMENT: Create and maintain confidential electronic and physical document files, prioritizing digital storage. Documents may include, but are not limited to student records, inventory, budget and finance, purchasing, ProCard and corporate credit card purchases. Understand university records retention and follow through on proper storage and handling of confidential records and arrangement for proper disposal of paper files no longer needed. Monitor office and workspace needs for BW personnel. Report building maintenance problems, submit EWORFs and monitor follow up. Assist staff and faculty with furniture acquisition, repair and maintenance. Authorized to issue key requests to faculty, staff and students within the department; assign card swipe access for department’s classrooms and laboratories. Serve as back-up building coordinator for space or building issues. Approve reservation requests in 25Live. Manage department property and process property forms as needed.Essential
6MEETING & EVENT COORDINATION: Meeting and event coordination: Arrange and calendar BW department meetings, take notes and file minutes. Arrange department events, special speakers, workshops and meetings with university or community partners. Reserve space, services and equipment, arrange catering and pay for items. Negotiate with vendors to secure the best contract terms possible. Supervise special events to ensure positive outcomes. Process appropriate paperwork associated with the event. Assist with annual Student Award process and update wall plaques.Essential

KNOWLEDGE/SKILLS/ABILITIES:

This position is service oriented and requires excellent communication, customer service, interpersonal, and organizational skills. Ability to multi-task in a timely manner. Ability to establish and maintain effective working relationships with individuals and groups and to work successfully as a member of a team. Ability to maintain confidentiality. Ability to supervise student workers. Ability to interpret and apply complex policies, rules, and regulations and to follow applicable policies, rules, regulations and ethical practices. Ability to exercise sound judgment, to analyze situations and make decisions.

Must be competent in the use of computer operations such as word processing, spreadsheets and databases. Proficiency in Microsoft Office and Google Suite essential (including Drive, Docs, Sheets, Forms). Ability to work with digital tools such as Banner, Doodle, and DocuSign.

Ability to write clearly and accurately, spell and punctuate properly. Prefer someone with knowledge of communications best practices. Knowledge of techniques and industry standards relevant to position for writing, editing, formatting, composing and producing written, Web, graphic, photographic and audio-visual materials for news, public information/outreach and marketing/advertising. Knowledge of one or more of the following computer operations: graphic, photographic, desktop publishing software. Ability to design print and multimedia material.

Ability to communicate with a broad range of personalities and work cooperatively with other employees.

TYPICAL EXPERIENCE:

One to three years progressively responsible office/administrative experience, or an equivalent combination of training and experience; one to three years fiscal related experience or equivalent.

REQUIRED EDUCATION OR TRAINING:

High school diploma and experience implementing support functions, customer service techniques, and good interpersonal and communication skills.

This is a full-time, Grade 77, minimum $21.81 hourly, DOE, 12-month position complete with a competitive salary and UA employee benefits package. UA provides a generous compensation package that includes excellent benefits including retirement options, annual leave, 12 paid holidays per year, tuition waivers for employees and family members, and affordable medical, dental, and vision care coverage.

Applicant Instructions:

To ensure consideration, please apply prior Sunday, June 5, 2022 at 11:55pm Alaska Standard Time. Review of applications will begin Monday, June 6, 2022.

A complete application packet will include a cover letter, resume, and three professional references, including contact information.

CNSM is currently recruiting for three similar positions (Dean’s Office Manager, Physics Office Manager, and Biology and Wildlife Office Manager). Please consider applying to all three! You must apply separately to each recruitment that you wish to be considered for.

Questions re: this recruitment can be directed to Valerie Rickards, CNSM HR Coordinator, at vsrickards@alaska.edu, or 907-474-6714.

To be eligible for this position, applicants must be legally authorized to work in the United States without restriction. Applicants who now or may in the future require visa sponsorship to work in the United States are not eligible.

UAF COVID Requirements:

Effective immediately, all new UAF hires, whose job function or work location results in the employee being subject to the UAF vaccine requirements guided by the Federal Contractor Employee vaccine mandate*, must be fully vaccinated with an FDA- or WHO- authorized or approved COVID-19 vaccine or have obtained a university-approved disability/medical or religious exemption no later than six weeks from the new hire's start date.

*Employees based on UAF’s Troth Yeddha’ (Fairbanks) campus, regardless of university affiliation and remote work status; Employees based in UAF research units outside Fairbanks (including Seward Marine Center, Kodiak Seafood and Marine Science Center, HAARP, Poker Flat, Lena Point, and Toolik Field Station); and Employees, regardless of their work location, paid by or directly working on impacted UAF federal contract.

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
Applications close:

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