Administrative Manager

Apply now Job no: 515637
Classification:Administrative Management 1
Grade:Grade 80
Work type:Staff Full-time
Administrative Unit:University of Alaska Southeast
School/Business unit:UAS School of Arts & Sciences
Location: Juneau
Categories: Administrative/Personnel, Business/Accounting/Finance, Human Resources, Office/Clerical, Other, Research/Science/Grants

Position Summary:

The School of Arts & Sciences is seeking an Administrative Manager to oversee all fiscal matters in the University of Alaska Southeast's largest regional academic unit. This academic division is comprised of three regional departments that offer a wide variety of degree and certificate programs and all of the institution's General Education Requirements (GERs) from the Juneau, Ketchikan, and Sitka campuses. Learning and research take place not only in classrooms or online, but also in the rain forest, ice field, wetlands, and marine environment of Southeast Alaska. The Administrative Manager reports directly to the Dean and is responsible for all of the School's administrative service functions (human resources, facilities, risk management, procurement); budget management; grant/contract administration; support staff supervision; faculty and departmental administrative support; and other duties as assigned by the Dean. The Administrative Manager serves as a financial adviser, human resource consultant, and strategic resource to the Dean and Department Chairs. UAS encourages applications from candidates who are particularly excited about opportunities to provide fiscal management support to a large and complex academic division.

Duties:

40%Administrative Leadership and Management (40%) - Serve as the Juneau Campus administrative officer for the School of Arts & Sciences (A&S). Direct and manage all Juneau Campus administrative operations including budget, procurement, travel, human resources, facilities, grants administration, and academic coordination functions. Hire, train, supervise and evaluate all departmental administrative staff and lab technicians. Coordinate assignments and workloads for support staff to meet departmental goals. Coordinate the annual schedule and enrollment management for courses with the Chairs in the Departments of Humanities, Social Sciences, and Natural Sciences. Coordinate communication between A&S Chairs, other UAS Schools and Campuses, the Provost's Office and the Registrar's Office concerning the scheduling of A&S course offerings. Coordinate communication with academic and student services to ensure rooms and support services are in place for course delivery. Serve as a member of the A&S Dean’s Council to provide leadership expertise on budgets, human resources, and other administrative issues. Respond to inquiries from staff, faculty, administration, and the general public. Draft correspondences and memoranda for the Dean concerning personnel, policies and procedures, and program agreements. Represent A&S in meetings and activities with internal and external stakeholders. Regularly promote and implement changes for continuous improvement of processes and procedures to increase the efficiency and effectiveness of academic operations across the School. Take on other short-term duties as assigned by the Dean, including but not limited to committee work and special projects.Essential
60%Fiscal Management (60%) – Prepare an annual Fund 1 budget of approximately $6M for A&S on the Juneau Campus. Manage expenditures for the successful execution of all annual School, Department, and program budgets. Complete the UAS monthly Fund 1 management reports and review with the Dean and Department Chairs. Make adjustments and/or corrections to budgets based on Department and School priorities and as approved by the Dean. Create other specialized financial reports as needed. Fund 2: Provide administrative oversight and back up for Research and Sponsored Programs of approximately $1.2M of annual expenditures from Fund 2 budgets for research and sponsored programs in A&S on the Juneau campus working collaboratively with the Research and Sponsored Programs Administrative Manager. Manage Fund 1 and Fund 2 budget revisions as necessary including those crossing major funding units (academic departments; schools; campuses; research centers). Coordinate adjustments and corrections to all A&S budgets with the PIs and the UAS Budget, Grants & Contracts Office. Ensure proper departmental management of fiscal year-end activities and/or clos-out of completed grant awards and contracts.Essential

UAS encourages applications from candidates who are particularly excited about opportunities to provide fiscal management support to a large and complex academic division. As a public, regional, comprehensive university, UAS is committed to building a culturally diverse and inclusive organization and strongly encourages women, minorities, individuals with disabilities, and veterans to apply.  All interested persons should apply online.

Located in the ancestral homeland of the Tlingit, Haida and Tsimshian peoples, the University of Alaska Southeast (UAS) is fully committed to advancing the education and research aspirations of Indigenous peoples and is committed to ongoing work toward decolonization. These efforts are reflected in our UAS programs and formal community partnerships across our three campuses and throughout all of Southeast Alaska.

Education & Experience

  • A Bachelor’s degree in business administration, public administration, accounting, statistics, or a related field, or an equivalent combination of training and experience.
  • Master’s degree in business administration, public administration, or management related field is preferred.
  • Three (3) years increasingly responsible management experience related to the program specialty, which includes positions of significant budget management, staff supervision and team leadership responsibilities.
  • Professional Licensure in CPA or CFM is preferred.
  • Previous experience in higher education is preferred.
  • Demonstrated knowledge of post-secondary administration and grants preferred.
  • Demonstrated ability to work with minimum supervision perferred.
  • Experience successfully working with people of diverse cultural and ethnic backgrounds is preferred.

Knowledge/Skills/Abilities

  • Knowledge of university or other similar public agency financial systems and budgeting practices, with a commitment to transparency in fiscal decisions.
  • Knowledge of administrative management of human resources, occupational safety, procurement, facilities, and travel in accordance with organizational policies and procedures.
  • Knowledge of grants and contracts management practices and compliance standards.
  • Knowledge of curriculum and instructional operations management, policies, and procedures.
  • Knowledge of organizational systems and performance management.
  • Knowledge of developing and maintaining operating procedures in a large complex organization; willingness to learn in a very diverse environment.
  • Excellent written and verbal skills and ability to communicate effectively with faculty, staff, students, and other constituents.
  • Strong analytic skills and proficiency in decision support data systems, including development of database queries and synthesizing results for management reporting.
  • Skill in tracking, documenting, and reporting budget changes to program leadership.
  • Skill in supervision of personnel, within both direct and indirect reporting structures.
  • Ability to communicate effectively, both orally and in writing, and to organize and present facts and opinions

The person in this position must exercise good judgment in financial decision making and ability to seek direction. This is a Grade 80, 12-month position complete with a full employee benefits package. Relocation assistance will not be provided for this position. Please submit a resume, cover letter and the contact information for three professional references. This is an open until filled recruitment with the initial application review taking place on September 28, 2020. To ensure consideration, please submit an application by 11:55 pm Alaska Time on September 27, 2020.

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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