Assistant To Vice Chancellor

Apply now Job no: 513951
Classification:Administrative Specialist 3
Grade:Grade 79
Work type:Staff Full-time
Administrative Unit:University of Alaska Fairbanks
School/Business unit:UAF VCAS Operations
Location: Fairbanks
Categories: Administrative/Personnel, Office/Clerical, Other

Position Summary:

The Vice Chancellor for Administrative Services is accepting applications for the Assistant to the Vice Chancellor. This position will provide professional, confidential and proactive support for the Vice Chancellor including office coordination and project management. The candidate must be flexible and well organized to meet the demands of this office. Must have excellent communication skills and bring a positive approach as this position will coordinate heavily with internal university and external partners on a daily basis.


10Records Management: Act as records manager for integrated filing system (both electronic and paper). Serve as lead for VCAS agreement processing and routing, including review for compliance, where applicable. Ensure that OnBase files for MOAs/MOUs related to administrative services activities are maintained.Essential
20Prioritization of Workload/Follow-up: Manage direct access to the Vice Chancellor, handling requests or delegation to departments as appropriate to expedite service. Coordinate with administrative services departments to ensure that materials are delivered to Vice Chancellor with adequate time for review to meet internal and external deadlines. Track action items waiting VCAS action to help ensure that deadlines and objectives are met.Essential
20Public Relations/Communication: Serve as first line interface between VCAS operations and Statewide administration, UAF students/, faculty/, staff and the general public. Resolve or redirect inquiries from UAF community and general public to areas of organization, as appropriate. Prepare a variety of documents and material, including reports, correspondence, meeting agendas and presentations. Develop content, or edit material prepared by administrative service units for Vice Chancellor's signature. Manage administrative services website and division listserv including maintaining current content. Prepare agendas, notices, minutes, and other documents for internal and external meetings.Essential
25Administrative: Direct day-to-day functional operations of the Vice Chancellor's office and provide coordination among units reporting to the Vice Chancellor. Manage Vice Chancellor's calendar, using judgement to ensure that work time is preserved while balancing short-term/emergency meeting requests with recurring meetings for strategic discussions. Prepare daily meeting materials for the Vice Chancellor, including retrieving materials and pertinent information needed for meeting preparation. Maintain organized office materials and filing systems. Manage executive- and director-level searches to fill positions that report directly to the Vice Chancellor. Monitor compliance with directives and administrative policies/procedures related to executive-level decisions and actions. Coordinate Vice Chancellor's travel.Essential
25Project Management: Oversee major projects as assigned by the Vice Chancellor. Serve as staff liaison for safety coordination committee, space planning committee and, as needed, ad hoc work groups or large hiring committee procedures and coordination. Coordinate administrative events, and conferences, including facilities logistics, catering arrangements and assisting with program development.Essential

About this position:

This is a full-time, Grade 79, minimum $25.82/hr, DOE, 12-month position complete with a competitive salary and UA employee benefits package.


1) Advanced knowledge of and extensive managerial/supervisory experience.
2) Executive office protocol and procedures; and excellent phone and people skills.
3) Knowledge of academic and university administrative issues.
4) Possess tact, diplomacy, maturity, and excellent human relations skills; adaptable to all situations and modify priorities accordingly; able to work under stress; and maintain confidentiality.
5) Electronic technology information systems: spreadsheets, database management, word processing, and email systems.
6) Excellent written and verbal communication skills.


Demonstrated project/records management experience.
Independent decision-making capability.
Problem-solving, critical analytic assessment, excellent organization and administrative skills, time management, comprehension and recall, research skills, excellent oral and written professional communication skills.
Significant work experience in an academic setting, including two years' experience in higher education.
Strong electronic technology information systems background, including Banner experience.

Required Experience:

Demonstrated executive assistant experience acquired through progressively more responsible experience, typically 4-7 years.

Typical Education or Training:

Three years college coursework and three years progressively responsible experience, or an equivalent combination of training and experience. Bachelor's degree preferred.

Special Instructions to Applicants:

Interested applicants must apply online.  If you need assistance applying to this posting, please contact UA Human Resources at (907) 450-8200.


This position is open until filled with the initial application review taking place on December 2, 2019.  To ensure your application is considered, apply by 11:55 pm on December 1, 2019.  Applications received after this date may not be considered.  If an adequate pool of applications is not received at that time, applications will be reviewed by date received until the position is filled.  Successful submission of an application does not guarantee employment.

A complete application will include a comprehensive resume, cover letter, and contact information for three (3) professional references.

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.

Training Policy:

It is the policy of the University of Alaska Fairbanks 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 UAF.  The policy can be located at:

Tobacco-Free Campus:

UAF Campus is a tobacco free campus.  For more information, please go to:

Notice of Nondiscrimination:

The University of Alaska is an affirmative action/equal opportunity employer and educational institution.  The University of Alaska does not discriminate on the basis of race, religion, color, national origin, citizenship, age, sex, physical or mental disability, status as a protected veteran, marital status, changes in marital status, pregnancy, childbirth or related medical conditions, parenthood, sexual orientation, gender identity, political affiliation or belief, genetic information, or other legally protected status. The University's commitment to nondiscrimination, including against sex discrimination, applies to students, employees, and applicants for admission and employment. Contact information, applicable laws, and complaint procedures are included on UA's statement of nondiscrimination available at

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.



Advertised: Alaskan Standard Time
Applications close: Alaskan Standard Time

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