Administrative and Budget Support Manager

Apply now Job no: 514444
Classification:Administrative Generalist 4
Grade:Grade 77
Work type:Staff Full-time
Administrative Unit:University of Alaska Anchorage
School/Business unit:UAA College of Arts & Sciences
Location: Anchorage
Categories: Administrative/Personnel, Business/Accounting/Finance, Office/Clerical

Position Summary:

Seeking applications for an individual who can ensure the smooth running of administrative offices that serve the Humanities and Performing and Fine Arts Divisions in the College of Arts and Sciences. This position fulfills critical financial and office management duties in a collaborative team environment.

Duties:

20Faculty and Academic Support: Main point of contact for department chairs, faculty, and other staff within the divisions regarding the college's and university's administrative processes and procedures. Routinely listen to and resolve their questions and concerns. Determine when a question or concern should be directed to a higher level of authority. Anticipate and respond in an environment of changing priorities. Notify and follow up with associate dean, chairs, faculty and divisional staff regarding CAS specific and general UAA cyclical due dates, deadlines, and event timelines. Attend departmental faculty meetings and take minutes as requested by department chairs. Work with CAS and UAA travel personnel to assist with travel related processes and documents. Assist faculty with the use of the University travel/expense authorization system. Serve as resource to faculty to facilitate travel requests and approval requirements. Assist guest artists with travel arrangements such as lodging when needed.Essential
35Operations: Manage the diverse administrative, clerical functions, and activities of the Humanities and Performing and Fine Arts Divisions. Follow established processes and procedures to carry out necessary administrative actions and directives. Develop and implement processes when needed. Anticipate and respond to rapidly changing conditions. Act as liaison to CAS Dean's Office staff and other university administrative offices as needed in carrying out job duties. Keep Administrative Specialists informed of day to day activities and faculty issues, determine which issues are in need of a higher level of authority. Assist the Associate Dean and Administrative Specialists with special projects as needed. Collect and collate data for program review, accreditation, master course schedule plans, and other requested department or divisional reports. Supervise divisional staff by providing day-to-day guidance, training and direction. Resolve employee conflicts. Regularly assign and review work. Serve on search committee for staff positions, train, evaluate performance, and initiate corrective action. Schedule and lead divisional hub staff meetings. Regularly update staff Desk Manual on divisional hub operations to use as a training tool and reference material. Regularly meet with peer positions to draw from and contribute to best practices of counterparts in other CAS Divisions. Interview and/or collect required new hire paperwork from temporary employees such as student workers and temp staff. Schedule temporary employees work days/times throughout the academic year within lab budget limits. Review and approve biweekly electronic timesheet submissions and track hours against budget. Assist the Administrative Specialist with the faculty recruitment process by placing advertising and coordinating campus visits for candidates. Perform other related duties incidental to the work described. Cross train with and serve as back up to other divisional administrative staff.Essential
45General Fund Fiscal Management: Research Banner for financial information to verify, monitor, and reconcile general fund and student lab fee accounts. Reconcile general fund and student lab fee accounts, monthly budget status spreadsheets for divisional departments, startup funds for faculty, Innovate Award grants for faculty, and department overhead recovery budgets. Purchase office and teaching supplies for faculty and adjunct faculty who do not have purchasing cards (procards). Prepare and track all financial paperwork for general fund and student lab fee accounts, including procard holder/reconciler, purchase requests (supplies, equipment, etc.), blanket purchases orders, journal vouchers, rep/ non-rep forms, petty cash, honorariums, short form contracts, and budget revisions. Act as liaison between CAS Dean's Office, Associate Dean and Department chairs to assist with the awarding of tuition waiver funds. Assist with the preparation and development of annual budget projections. - Project semester lab fee revenue per class for use by the department chairs in managing departments' lab fees. Alert department chairs and faculty of availability of lab fee funds for expenditure throughout the semester to ensure funds are spent appropriately and in a timely manner. Prepare monthly departmental budget status (management) reports for CAS Dean's Office.Essential

This is a full-time, non-exempt staff appointment complete with a full employee benefits package. Grade 77, Administrative Generalist 4, $21.59/hour.

To be considered, a complete application must include:

1) Resume that includes contact information for three professional references

2) Cover letter that addresses why you are a good fit for this position

3) A brief description of your leadership philosophy and your approach to conflict resolution as the leader in a team environment

Review Date: February 24, 2020. To ensure your application is considered, apply by 11:55 pm, 2/23/2020.  Applications received after this date may not be considered.

KNOWLEDGE/SKILLS/ABILITIES:

Advanced fiscal skills are required for this position's role as budget manager for multiple divisions. In depth knowledge of accounting procedures (e.g. accounts receivable, accounts payable). Experience monitoring, reconciling, reporting and projecting budgets within established deadlines. Ability research databases to maintain accounts and research data. Ability to understand and apply university fiscal, purchasing, and travel policies, rules and regulations. Experience with travel related processes and documentation.

Intermediate computer operation skills including experience with Microsoft Office Suite of programs.

Ability to communicate effectively both in speech and writing. Ability to comprehend written material and interpret and apply University policies, rules, and regulations. Ability to establish and maintain effective working relationships with individuals and groups. Experience providing day-to-day guidance and direction to other staff in a team environment. Ability to work with unique and innovative projects and programs with multiple divisions, departments, and faculty members.

Three years of progressively responsible general office/administrative experience. Skilled in providing excellent customer service. Ability to exercise good judgment in analyzing situations, prioritizing, and making decisions. Ability to organize and present facts and opinions. Ability to maintain confidentiality.

REQUIRED EXPERIENCE:

High School graduation and three years progressively responsible administrative and fiscal experience related to the duties of the position.

Supervisory and/or leadership experience. Fiscal experience to include monitoring, reconciling, reporting, projecting budgets. Knowledge or experience with travel related processes.

TYPICAL EDUCATION OR TRAINING:

High School graduation and three years progressively responsible administrative and fiscal experience related to the duties of the position.

Supervisory and/or leadership experience. Fiscal experience to include monitoring, reconciling, reporting, projecting budgets. Knowledge or experience with travel related processes.

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 Standard Time
Applications close:

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