Office Manager, Vice Chancellor for Research
Classification:Administrative Specialist 3
Work type:Hybrid, On Campus, Staff Full-time
Administrative Unit:University of Alaska Fairbanks
School/Business unit:UAF Vice Chancellor for Research
Categories: Administrative/Personnel, Business/Accounting/Finance, Office/Clerical
The University of Alaska Fairbanks is inviting applications for the position of Office Manager for VCR Office. If you like to encourage innovation, support research, and demonstrate energy and commitment to improving processes, we encourage you to apply! Applicants must be legally eligible for unrestricted employment to work in the U.S. No work visas will be sponsored for this position.
Under the direction of the Vice Chancellor for Research (VCR), perform a wide variety of complex administrative and support duties requiring considerable independence and discretion to relieve the VCR of a variety of routine administrative details.
Manage calendar of VCR with an exceptional level of detail while anticipating needs and preferences of VCR; keep the VCR informed of appointments, priorities, and deadlines through multiple channels and in a timely and efficient manner.
Maintain calendar of activities, meetings, and various events for office staff, coordinate activities and meetings with multiple departments, the public and outside agencies.
Compose a variety of documents and forms including reports, correspondences, memorandums, meeting agendas, legal documents, and other specialized materials from rough draft, 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.
Coordinate travel arrangements; type itineraries, compile travel expense reports, and process travel reimbursements and other request for traveler.
Receive, open, and distribute correspondence and email; identify and refer matters in order of priority; independently resolve issues of less complex nature.
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.
Monitor office inventories of supplies and materials; prepare purchase requests and requests for payment.
Organize and manage complex and confidential filing system in the VCR Office.
Perform related duties as assigned.Essential
2Communications and Outreach/Public Relations:
Serve as liaison between VCR Office and the general public, staff, students, outside groups, and agencies.
Provide general and specialized information and assistance that requires use of judgment, tact, and sensitivity and the interpretation of policies, rules, and procedures.
Independently resolve complaints, explain programs, policies, and activities related to VCR Office.
Integrate, maintain, and advocate for research mission and university initiatives.
Represent the office to the public; work closely with faculty, staff, students, advisory councils, and university administration in accomplishing the unit goals.
Assist VCR in the creation and implementation of effective long-range and strategic plans for research.Essential
3Complex Meetings and Event Coordination:
Manage and coordinate meetings for committee, groups and outside agencies; prepare and distribute agenda packets and correspondence; attend meetings and take, transcribe, and ensure proper distribution of minutes and verbatim transcripts.
Coordinate and oversee complex and large special events; monitor event budgets and timelines.
Create, organize, update, and maintain computer-based tracking systems such as databases and statistical spreadsheets used to track, maintain, and present data.
Gather and synthesize a variety of statistical and financial data; prepare routine and non-routine administrative reports that require the analysis and interpretation of data; develop, format, and revise technical and statistical charts, graphs, and flowcharts using powerpoint presentation software for VCR use in presenting information.
Design and produce newsletters, brochures, technical handouts, and other computer applications.
Web Content Management:
Maintain and update VCR Office website using Roxen/Drupel or other university supported system.Essential
Hire, train, evaluate performance and initiate corrective action of temporary office/student employees.
Ensure schedules meet the need of the office to maintain high standard of customer service and workflow.
Provide training, work direction, and guidance to others as assigned.Essential
|Knowledge, Skills, Abilities:
- Establish and maintain effective working relationships with university & community representatives, to maintain composure during stressful events, to adapt to and manage multiple tasks, shifting deadlines and priorities while remaining flexible and positive.
- Ability to use discretion and independent judgment in performing major duties; and perform work independently in an organized, efficient and professional manner.
- Ability to comprehend, interpret and apply written material such as policies and regulations, and other resource materials.
- Ability to meet deadlines and objectives with minimal supervision.
- Excellent verbal and written presentation skills, advanced computer skills and intermediate understanding of web-based content in communications.
- Excellent interpersonal skills to include tact and diplomacy; employee supervision skills; presentation skills.
- The position must maintain and possess the highest level of confidentiality on all matters relating to the Office of the VCR. The incumbent will manage the day-to-day office functions and ensure an organized and effective workflow. The employee must present a professional and competent image of the university, and provide advanced communication, administrative, computer, and coordination skills.
Bachelors degree in business; public administration; or organization theory and experience in
organization management, human/labor relations, or administration required. Valid Drivers License.
|Required Education or Training:
- Bachelors degree in business; public administration; or organization theory and experience in
organization management, human/labor relations, or administration required.
- Valid Drivers License.
- Demonstrated executive assistant experience acquired through progressively more responsible experience; typically 4 to 5 years.
This is a full-time, 12-month, exempt staff position complete with both a competitive salary and full employee benefits package. New hires will be placed on the UA staff salary schedule, Grade 79, based on education and experience.
|Special Instructions to Applicants:
Please attach a resume, cover letter, and the names and contact information (email address and phone number) for three (3) professional references with your application.
The position is opened until filled, with the initial review beginning on August 19, 2022.
*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.
This position is a term-funded position and is reviewed annually for contract renewal at the University's discretion.
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.
UA is an AA/EO employer and educational institution and prohibits illegal discrimination against any individual: www.alaska.edu/nondiscrimination
The successful applicant is required to complete a background check. Any offer of employment is contingent on the background check.
Your application for employment with the University of Alaska is subject to public disclosure under the Alaska Public Records Act.
If you have any questions regarding this position, please contact University of Alaska HR at 907-450-8200.
Advertised: Alaskan Daylight Time
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