Office Manager/Assistant to Director

Apply now Job no: 515796
Classification:Administrative Specialist 3
Grade:Grade 79
Work type:Staff Full-time
Administrative Unit:University of Alaska Anchorage
School/Business unit:UAA College of Health
Location: Anchorage
Categories: Administrative/Personnel, Health Profession, Office/Clerical

Position Summary:

The School of Nursing is seeking applications for an Officer Manager/Assistant to the Director. This position requires a dynamic, organized and focused individual to work closely with the School of Nursing faculty and staff.

Duties:

Essential
10Communications and Reporting a. Maintains qualitative standards of the college for written, oral and electronic communications between the School of Nursing and internal and external constituencies. b. Executes development and maintenance of reporting and communication mechanisms to ensure appropriate and adequate information flow throughout the School. c. Partners with the Director to initiate, prepare, schedule, circulate, track, compile, edit and provide support for assorted internal, system wide and community or constituent documents and reports (i.e. Program Review Reports, Assembly Reports, Unit Profiles and various memos and special reports). d. Responsible for timely provision of information in response to requests from UAA, UA, or other external entities; evaluates nature of communications to the Director analyzing and assigning priority in handling.Essential
10Planning, Scheduling, and Event Coordination a. Assists the director and often takes the lead on special projects including, but not limited to: liaison with advisory groups, accrediting agencies, and other professional organizations. b. Assists in management of the Director’s daily calendar in accordance with the Director’s priorities and strategic objectives; develops and maintains SON calendar in coordination with university, system, and community events. c. Keeps the Director appraised of all upcoming meetings and events; ensure all pertinent information and materials are available to the Director in advance of meetings and activities. d. Assist the Director in planning for and coordinating travel. Initiates appropriate approval forms and oversees accurate travel expense reporting on Director’s behalf.Essential
10VII. Records Management a. Responsible for development, implementation and maintenance of SON record management systems in order to improve accountability for program and budget activity with emphasis on program review and assessment, courses, and student documentation files. Conducts regular reviews of feedback and assessment from prime users of these systems toward continuous improvement recommendations. b. Oversees the quality of multiple electronic and paper data sets holding key division and student records information, recommends and maintains archival protocols. c. Ensures school-wide manuals, procedures, logs, files, lists and databases are regularly updated and reviewed for accuracy and consistent conformity to University policy and procedures.Essential
20Supervision a. Oversight and delegation of required work flow to ensure timely and efficient response to the administrative needs of the School of Nursing academic programs, with efficient utilization of staff and resources. Ensures that admin staff are cross-trained for uninterrupted workflow in the event of absence or excessive workload. Oversees staff in preparation of course scheduling, book orders, coordination with publication office and governance office. b. Ensures that the School of Nursing is responsive to the needs of students, faculty and various UAA and UA entities. c. Responsible for hiring, evaluating, training, counseling, discipline, and motivation of support staff. d. Responsible for broad scope of personnel issues including, accuracy of timesheets, implementation of proactive performance management program and disciplinary issues when necessary. e. Supervises temporaries and student workers for the timely fulfillment of faculty and staff support requirements and special projects as needed; provide training and direction to further develop skills sets and overall performance.Essential
40Administrative Systems and Office Management a. Serves as administrative assistant to the Director. b. Provides leadership, guidance and hands-on implementation of effective plans, policies and, procedures relative to administrative requirements throughout the School including partnering with the COH Deans to identify scope and recommendations of process changes; oversees continuous quality improvement practices and reporting to ensure the achievement of division-wide strategic and operational goals. c. Fosters and maintains positive working relationships with faculty and staff in order to create and maintain an overall functional integration of all personnel and procedures while providing oversight, accountability, and production of quality and timely work products. d. Responsible for the management of the School of Nursing administrative office including inventory of office supplies, contracting maintenance of office machines and peripherals and petty cash reconciliation. Provides oversight and assistance relative to facility/resource scheduling and safety issues. Advises the Director of any personnel and academic status/issues. e. Responsible for inventory and tagging all property in order to comply with state and federal requirements. Implement new equipment and negotiate with vendors on maintenance agreements. f. Advise Director and PIs on administrative issues. g. Recommend strategies and courses of action that are consistent with University policies and procedures and applicable State and Federal laws. h. Maintain confidentiality of sensitive issues. i. Seek consultation as needed from other departments including HR, Legal counsel, academic affairs and administrative affairs offices.Essential
5Other duties as assigned.Essential
5Purchasing Support: a. Support faculty and staff with purchases of student supplies, office supplies, and other purchasing needs; provide information to divisional fiscal staff for purchases or payments that need made.Essential
*This recruitment is open internally to current UA employees or those otherwise eligible to apply to internal postings.
 
About the School of Nursing:
As a partner in shaping health care in Alaska, the University of Alaska Anchorage School of Nursing (SON) educates students for current and future roles in local, state, national, and worldwide arenas, as well as for productive citizenship, personal growth, and professional nursing practice. 
 
The SON offers undergraduate degrees of Associate of Applied Science (AAS) in nursing, Bachelor of Science (BSN) in nursing, RN- BS, as well as graduate-level nursing degrees in several specialty tracks: Family Nurse Practitioner, Psychiatric Mental Health Nurse Practitioner-Family and Nurse Leadership and Education.

Knowledge/Skills/Abilities:
  • Strong interpersonal skills, accountability, confidentiality and discretion.
  • Problem solving skills exhibiting capable, independent judgement and initiative.
  • Ability to work with limited supervision and function well as part of a team.
  • Strong oral and written communication skills.
  • Proficiency in a wide variety of computer software applications.
  • Excellent time management and organizational skills.
  • Attention to detail.
  • May require occasional lifting with or without reasonable accommodation.
  • Ability to deliver items to other departments/schools on campus.
  • Excellent customer service skills, including a high level of phone etiquette and in-person reception skills.
  • Excellent attendance and punctuality.
  • Ability to perform well under pressure.
  • Proficiency in a variety of PC software including WORD, EXCEL, ACCESS or other databases, internet navigation and research.
Preferred:
  • Knowledge of the School of Nursing programs.
  • Managing computers, distributing updates and maintenance of computers.
  • Proficiency in Banner, OnBase, BlackBoard and UAOnline.
  • UAA Procedure and Policy knowledge.
  • Prior FERPA, Title IX and Red Flag training.
Experience:
Three years progressively responsible experience related to the program specialty, or an equivalent combination of training and experience.
 
Preferred:
  • Minimum of four years professional experience in an office.
  • Experience in higher education.
  • Experience supervising employees.
Education/Training:
Three years college coursework and three years progressively responsible experience related to the program specialty, or an equivalent
combination of training and experience.
 
Salary:
Salary will be based upon level of education, training and experience.
 
Assignment Information:
Exempt (salary), Grade 79, full-time, 12 months, and full employee benefits package (https://www.alaska.edu/jobs/benefits/).
 
Applicant Procedure:
To be considered for the position, applicants must upload the following documents to their online application:
  • Cover letter highlighting qualifications that meet the specific requirements of this position
  • Resume
  • Contact information of three professional references

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.

Drug-Free Workplace:
University of Alaska is a Drug-Free Workplace

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.

*This recruitment is open internally to current UA employees or those otherwise eligible to apply to internal postings.

Advertised: Alaskan Daylight Time
Applications close: Alaskan Daylight Time

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