Senior Administrative Manager

Apply now Job no: 515323
Classification:Administrative Management 1
Grade:Grade 80
Work type:Staff Full-time
Administrative Unit:University of Alaska Anchorage
School/Business unit:UAA Coll of Bus & Public Policy
Location: Anchorage
Categories: Administrative/Personnel, Executive/Director/Management

Position Summary:

The senior administrative manager for CBPP will provide direct administrative and academic support to the CBPP. Candidate must be able to successfully manage complex processes and procedures and ensure compliance with university policies and procedures. Must be able to lead and develop staff. The successful candidate can manage competing responsibilities and be responsive to members of the college and campus community. Knowledge of academic administration preferred. The successful applicant is required to complete a background check. Any offer of employment is contingent on the background check.

Duties:

15Building, Space and Safety Manager: Manage the Rasmuson building. Advise the Dean of space allocations and restrictions and provide a plan to maintain efficient use of space within the College while meeting the needs of expanding programs. Manage and coordinate all projects for improvements and renovations within the Rasmuson building. Administer environmental and occupational health and safety related measures to comply with university, state, and federal regulations. Assist UAA authorities with security and risk management. Coordinate safety, sustainability, and building issues between service departments and occupants within the Rasmuson building. Facilitate building emergency evacuations with all occupants in Rasmuson building. Perform building inspections; inform responsible service department for remediating any deficiencies. Provide the Rasmuson Hall (RH) building occupants with safety information and conduct annual drills with RH Building manager and UAA safety official. Monitor office and workspace safety for RH and work closely with RH building manager and UAA’s safety and facilities personnel. Responsible for the Building Emergency Plan (BEP) updates/revisions and approvals for a variety of emergency scenarios. Conduct inspections and provide recommendations for safety compliance and improvement. Ensure inspection of all fire extinguishers within RH are up to date on a monthly basis.Essential
25Lead CBPP Personnel Administration and HR Actions/Process: Liaison for CBPP for all staff and faculty related administrative responsibilities (i.e., human resources, building management). Lead CBPP administrative support staff. Organize and/or support staff professional and leadership development activities, including serving as a mentor to other staff within the College and provide insight on College’s mission, vision and goals. Organize and conduct staff meetings, including developing agendas and scheduling special topic presentations. Ensure staff training, evaluation, supervision and performance management activities are completed, properly documents, and retained in appropriate databases. Manage and maintain currency on UAA hiring processes: requests to hire, postings, advertising, establishment of search committees and stage-level criteria, requests to appoint, report processes to HR and OAA for all faculty and staff recruitments for CBPP. In coordination with, and with input from HR, provide training for administrative staff, search committees, and faculty on proper CBPP guidelines policy and procedures for recruitment within the College. Coordinate and monitor personnel process for recruitments. Advise search committees about proper hiring policies and procedures and review all faculty and staff recruitments for accuracy and compliance prior to the Dean’s review and approval. Ensure appropriate advertising venue for faculty recruitments are in place in compliance with Immigration and Customs Enforcement (ICE) requirements. Implement new hire letters of offer, as well as faculty and staff appointment letters for accuracy and compliance with negotiated agreements within delegated authority, as well as manage and approve, with delegated authority, faculty, student and staff contract letter process. Advise and make recommendations to the Dean regarding personnel actions, in coordination with, and with input from HREssential
30Coordinate Academic Processes: Review content, research issues and route and track documents related to college administrative processes. On behalf of and delegated by the Dean or Associate Dean, work collaboratively with others, as a particular situation may warrant, to develop solutions or responses, and implement action plans related to University issues and incidents, personnel concerns, public relations matters and emergency situations. Work with Deans to complete CBPP Faculty/Staff Committee assignments, preferably in spring, in time to incorporate into workload process. Maintain and update required administrative data in DM. Oversee administration of faculty evaluation process (to include FR/FN, faculty, term and faculty employed at community campuses and extended sites): work with OAA Faculty Services to identify faculty scheduled for review and notify affected faculty, communicate due dates and processes to faculty, process and monitor external review requests, track and maintain security of files checked out by reviewers, monitor and support peer review committee's and Dean's reviews, provide reports to OAA and Faculty Services, support use of Digital Measures in the reporting of Annual Activity Reports. Develop schedule and supporting materials for dean’s review, and support dean’s efforts to conduct processes within the university and collective bargaining agreement guidelines and timeline. Coordinate all phases of the process for sabbatical leave application processes and the personnel implications of paperwork necessary to fulfill sabbatical implementation, maintenance, review and evaluation. Oversee administration of faculty appointment and workload development process: communicate due dates and processes to faculty, chairs, academic support staff, and Deans, track documents, monitor Chairs'' and Dean's reviews, report to OAA and Faculty Services and work with the Associate Dean and Fiscal Manager to troubleshoot issues. Act as a primary CBPP resource and liaison with HRS, Labor Relations and General Counsel under the general direction/guidance from the Dean and/or Associate Dean. Develop and update CBPP administrative and operational policies and procedures handbook. Update and maintain the CBPP faculty informational handbooks. Annually, develop AY calendar of important dates for faculty/staff, including, but not limited to: P & T file submission, book orders, sabbatical requests and reports, Research and Travel Grant opportunities, events requiring attendance, commencement, hooding, convocation, CBPP faculty meetings, committee report submissions, grade submission deadlines, etc. Coordinate faculty and staff training on topics such as FERPA, Title IX and workplace/classroom safety.Essential
30Manage CBPP Operations: Accountable for the administrative and operational activities of the Dean’s Office to ensure effective use of time and resources to include coordination and integration of department/program administrative support personnel activities. Responsible for strategic planning and implementation in the administrative operations areas and independently develops and applies goals, strategic direction, policies, and procedure to administrative operations in CBPP, with a periodic review of their effectiveness to improve efficiency and productivity Responsible for analysis, interpretation and application of university, state and federal rules, regulations, policies and procedures within the CBPP environment to ensure compliance by departments, staff and students within CBPP. Research and collect relevant information on special projects for the CBPP (e.g., international visitor hosting, new initiatives) Respond to inquiries made to the CBPP Dean's office from internal and external entities. Act as a liaison with ISER as a point of contact for all staff and faculty. Lead the all college-wide meetings. Use parliamentary procedures as appropriate.Essential

The senior administrative manager for CBPP will provide direct administrative and academic support to the CBPP. Candidate must be able to successfully manage complex processes and procedures and ensure compliance with university policies and procedures. Must be able to lead and develop staff. The successful candidate can manage competing responsibilities and be responsive to members of the college and campus community. Knowledge of academic administration preferred.
The successful applicant is required to complete a background check. Any offer of employment is contingent on the background check.

KNOWLEDGE/SKILLS/ABILITIES:

Wide-ranging knowledge of the management of an academic unit: its political structure, budget processes, and policies, procedures, and guidelines. Ability to work successfully as a team leader and member. Ability to analyze complex problems and provide solutions; establish and promote effective working relationships with faculty members, students, community members, staff and UA/UAA administrators. Confidence and capacity to consult with other administrative officials, when appropriate. Attend meetings on behalf of the Dean or Associate Dean when absent. Exceptional written, oral, electronic and interpersonal communication skills, sound judgment, effective mediation, negotiation, and conflict resolution skills. Supervisory experience, thorough knowledge and understanding of the leadership and management styles required to handle conflicting priorities, planning, training, scheduling, problem resolution, direction and review.

Ability to communicate fluently in English. Occasional evenings and weekends, and must possess a valid driver's license.

TYPICAL EXPERIENCE:

At least three years progressive responsible experience in business/educational management and administration, employee supervision, and team leadership experience, along with significant experience with written, oral, and interpersonal communication in a highly professional, public service work environment.

REQUIRED EDUCATION OR TRAINING:

Required: Bachelor's degree or equivalent experience in business administration or related field; or a combination of education, training, and professional experience to carry out the responsibilities of the position.

Preferred: Master's Degree, knowledge of post-secondary education administration, contracts, collective bargaining agreements, and human resources.

To ensure consideration, please apply prior to the review date of August 17, 2020 at 11:55 pm Alaska Standard Time.

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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