Assistant to the Director of Maintenance and Operations

Apply now Job no: 516216
Classification:Administrative Specialist 2
Grade:Grade 78
Work type:Staff Full-time
Administrative Unit:University of Alaska Fairbanks
School/Business unit:UAF Facilities Services
Location: Fairbanks
Categories: Administrative/Personnel, Facilities/Skilled Trades, Office/Clerical

Position Summary:

Facilities Services Division of Maintenance and Operations is seeking a self-motivated applicant for the Assistant to the Director of Maintenance and Operations position. This position will be assisting the Director with administrative tasks as well as many other exciting duties. If you are looking for a dynamic place to work - please apply!

Duties:

10Assist Director of Maintenance and Operations (Designated MAU Rep) in responding to grievances, disciplinary actions and related union issues. This includes monitoring response deadlines and setting up and maintaining a hard copy file.Essential
10Track critical projects, prepare correspondence and ensure proper distribution, arrange meetings and coordinate schedules, prepare agendas and minutes essential to the operation of the Division of Maintenance and Operations. Maintain the highest degree of confidentiality at all times.Essential
15Act as the point of contact for Division of Maintenance and Operations on internal and external issues and concerns. Provide assistance and information to students, staff, customers and visitors. Discretionary screening and routing of numerous telephone calls, including responding to concerns, comments and/or complaints. Facilitates resolution of identified problems and creatively executes solutions.Essential
20Assist, advise, and coordinate activities for the Director of Maintenance and Operations for Facilities Services. Serve as liaison between Maintenance and Operations Director's office and the other divisions within Facilities Services, and others in the university community to facilitate efficient day-to-day operations. Monitor tasks assigned to Superintendents and Supervisors, providing direction and assistance when needed to ensure completed and timely work. Identify issues requiring immediate response or action and assign to appropriate Supervisor to resolve, making sure to advise the Director of course of action. Conducts in-house training on division procedures, practices and project control systems as needed.Essential
20Monitor departmental goals and objectives, provide management support to accomplish those goals, track progress and ensure tasks are executed in a timely manner for the entire Division. Prioritize and complete requests in support of the overall effective functioning of the Director of Maintenance and Operations. Provide reliable and accurate information to facilitate implementation of appropriate solutions. Represent Facilities Services on projects, short and long term planning and management of programs. Provide professional support to the Director of Maintenance and Operations, including assisting in research on administrative issues, special projects, gathering statistical information and interpreting results into a clear and concise comprehensive information report. Research, compile and compose information into concise documents or reports as requested. Conduct research on specified topics through print and on-line resources as well as field interviews and correspondence. Prepare reports and presentations based upon research. Execute studies and analyses on specified topics. Summarize findings and create statistical and financial analysis of collected data. Recommend policy, program or fiscal changes to the Director based on information collected and experiences of day-to-day operations.Essential
20Perform data entry tasks using BANNER, Simple K (key management software), and AiM (asset management and work coordination system). Run and analyze reports as needed to track maintenance and operations shop productivity and work process efficiency.Essential
5Assist with Human Resources functions as needed, including preparing job descriptions, placing job advertisements, performing applicant screenings and reference checks, and filling out hiring paperwork. Track training certifications for existing employees, coordinate various training programs as needed.Essential

KNOWLEDGE/SKILLS/ABILITIES:

Exceptional management and organizational skills, including ability to successfully multi-task and function efficiently and accurately in a demanding, high pressure, fast paced, and confidential executive office environment.
Ability to interact effectively across all levels of a complex organization.
Excellent leadership and diplomacy, judgment, problem-solving and decision-making, conflict resolution, analytical, critical thinking, and time management.
Ability to express ideas clearly and effectively orally and in writing. Initiative to draft responsive
communications, and research and collect materials.
Knowledge of applicable federal, state, and institutional laws, rules and regulations relating to administration of division.
Knowledge of principles of labor and employee relations.
Knowledge of payroll and personnel procedures, rules, and regulations.
Good understanding of capital and operating budgets and general principles of performance based budgeting.
Working knowledge of computer information systems and applicable software and databases (ex:' Banner,Excel, PowerPoint, Adobe Acrobat, email, internet) and ability to troubleshoot technological problems.

TYPICAL EXPERIENCE:

Associate's degree in business administration and two (2) years increasingly responsible experience related to facility maintenance or utility management, or an equivalent combination of training and experience.
Demonstrated advanced administrative experience.
Valid Driver's License, travel to sites other than FS for the purpose of attending meetings, training and delivery of documents.

REQUIRED EDUCATION OR TRAINING:

Associate's degree in business administration and 2 years progressively responsible experience preferably in the Facilities Maintenance or Utilities field, or equivalent combination of training and experience. Customer service, administrative and/or Human Resources experience. Advanced computer skills and experience prioritizing workload in a busy office environment.
Must have and maintain a valid driver's license

Applications must be received prior to 11:55 PM Alaska time on 1/24/2021, to be considered. Applications received after this time and date may not be considered for this position.  To ensure consideration, please apply prior to the review date.

Salary Information: Grade 78 / Step 1 $23.84/hr DOE.  This is a full-time, benefited position with a UA employee benefits package

Applicant Instructions:  Please attach a resume, cover letter, and names and contact information (email and phone number) for three (3) professional references.

Contact Information: If you have any questions regarding this position, please contact University of Alaska HR at 907-450-8200.

Term Position:

This position is a term-funded position and is reviewed annually for contract renewal at the University's discretion.

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:

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 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:  http://www.uaf.edu/chancellor/policy/04.07.010/

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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