UAF College of Liberal Arts Administrative Executive Officer

Apply now Job no: 516401
Classification:Administrative Management 3
Grade:Grade 82
Work type:Staff Full-time
Administrative Unit:University of Alaska Fairbanks
School/Business unit:UAF College of Liberal Arts
Location: Fairbanks
Categories: Administrative/Personnel, Business/Accounting/Finance, Human Resources, Office/Clerical

Position Summary:

The College of Liberals Arts is looking for an individual with a dynamic personality and exceptional administrative and people skills to join our management team. If this is you, please apply here! This recruitment is open internally to current UA employees or those otherwise eligible to apply to internal postings.

Duties:

1010% Development Activities: Collaborates with the UAF Development team. Ensures that Development and Alumni Relations (DAR) officers have a clear understanding of CLA priorities and the materials/information needed in preparation for donor visits and initiatives. Serves as a donor-point of contact to provide additional program information and help secure gifts. Work closely with Development Donor Relations/the Stewardship Coordinator to provide support in CLA-related stewardship activities, and with the Development and Alumni Relations Director in areas of alumni engagement that overlap. Updates Raiser's Edge (RE) and maintains documentation of development and stewardship activities in keeping with UA Foundation guidelines. Works with the CLA Public Information Officer and/or advisor on fundraising strategies along with UAF Development and UAF Alumni.Essential
3030% Chief Administrative Officer: Serves as chief advisor to the Dean on daily complex administrative support activities providing guidance on a wide range of administrative topics, including fiscal decisions and sensitive issues and operations using best practices, including student, staff and faculty issues. Develops and implements new procedures and policies for CLA while adhering to state and federal regulations. Serves as an integral part and leader within the CLA staff management team. Gives critical personnel budget input to help determine fiscal strategies for the college. Is responsible for leadership and management of business office functions to include supervision and accountable for daily management of the Dean’s Office Executes office administrative policies and procedures Oversees administrative functioning of the CLA departments and or programs across the UAF campus by facilitating clear communication, continuity of policies, regulations and compliance. Sets direction for internal business processes and procedures of the college. Analyzes internal processes to recommend and implement procedural or administrative policy changes to improve operations. Is the point-of-contact for all CLA agreements (MOU/MOA/Affiliation etc.) and works with the Provost’s Office to assure accurate template use and wording; oversees the tracking of these agreements and the record-keeping of the files. As necessary, works with Labor and Employee Relations, General Counsel, Department of Equity and Compliance, the Center for Student Rights and Responsibilities, and others to resolve issues. Collaborates and advises on the development of short and long-range strategies for the College. At direction of the CLA Dean, represents CLA and acts on behalf of the dean.Essential
3030% Faculty Appointment and Academic Services: Oversees faculty processes: Advises, coordinates and monitors the preparation of the Job Request Form and submits for approval for faculty recruitment. Coordinates and reviews processes for workloads, promotion/tenure and post-tenure evaluation. Coordinates gathering of data for faculty files; communicates with the faculty and the faculty review committees on review processes, develops schedules and supporting materials for the dean’s review, supports the dean’s efforts to conduct processes within the university and collective bargaining agreement guidelines and timelines. Oversees the creation of all CLA faculty and adjunct contracts which (as of 15 November 2020) amount to more than 250 per semester; oversees electronic posting and retrieval of paperwork. Oversees or crafts the preparation of offer letters for successful applicants for dean’s and director’s signatures. Oversees the creation of job forms according to HR processes; reviews and approves job forms prepared by the CLA HR Coordinator. Advises the dean during the negotiation process with new faculty candidates; crafts offer letters for successful applicants for signature, and tasks personnel to assist with onboarding. Manages faculty appointment and evaluation processes (annual, 4th year review, promotion, tenure and post-tenure review), workload preparation, retention, sabbatical leave and other types of leave. Assists dean with evaluating and adjusting faculty workloads and appointments. Oversees the gathering and coordination of data for faculty files, oversees and maintains academic databases, and other actions relevant to faculty appointment. Serves as an expert resource for dean, directors and others in UAF community regarding these processes.Essential
3030% Personnel and Human Resources Management: Oversees and manages human resources for the college, provides advice and guidance regarding personnel issues. In coordination with the dean, determines recruitment strategies and prioritization for staffing and maintaining a stable workforce. Coordinates and monitors personnel processes, including recruitment, retention, hiring, onboarding, and training. Ensure compliance with UA Human Resources policies and regulations by reviewing and approving personnel transactions and developing internal procedures. Provides streamlined communications to faculty and staff regarding changes to policies, regulations, and the CBA. Supervises and evaluates most non-academic staff in the college; (as of 15 November 2020) there are 19 non-academic staff in the college, 14 of whom report to Executive Officer. Communicates with department chairs regarding administrative assistants’ job performance. Conducts monthly staff meetings to discuss policies/procedures, offers new training as if needed. Conducts annual non-academic staff job performance reviews. Addresses work performance issues and meets with employees to discuss as needed. Serves as a liaison between the staff and the dean. Serves as an expert resource and advisor to other supervisors. Provides leadership, direction, management and training to accomplish priorities. Writes position descriptions to maintain equity and standards; monitors classification and salary equity. Chairs or oversees recruitment processes for staff positions. Conducts new staff orientation and onboarding. Creates professional development plans for subordinates and performs employee evaluations As needed, manages disciplinary situations. Sets direction, provides guidance and/or serves in an advisory capacity when problems arise that cannot be solved at the specialist level. Develops and monitors internal administrative policies, procedures and standards to ensure compliance and optimal service to the research and academic community, faculty, staff and students. Maintains authority to hire, discipline and terminate staff. Maintains professional ethics standards, considers interest of all parties; management, employees, and the institution; provides authoritative counsel during disciplinary actions, terminations, non-retentions and non-CBA grievances. Recognizes internal policy, regulations, external statutes and laws that relate to employment situations and applies appropriately. Researches, reviews, and prepares appropriate documentation. Conduct internal mediation and facilitate communication between parties, recommending follow-up remedies when appropriate. Responds to information requests and follows-up.Essential

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

To be eligible for this position, applicants must be legally authorized for unrestricted employment in the United States. No work visas will be sponsored for this position.

This position serves as the executive officer in the University of Alaska Fairbanks (UAF) College of Liberal Arts. As the executive officer, the successful applicant will work as administrative management on the dean’s executive team to include oversight of all CLA processes and procedures (e.g. recruitment, job management, contracts, etc.) along with complex administrative support activities such as student, staff, and faculty issues, working with financial operations staff, develop and execute administrative policy and procedures among other duties.

Knowledge, Skills, and Abilities: Possess a thorough comprehension of the college's mission and goals within UAF; the function and duty of the various faculty and staff in accomplishing them, and the role of the college in the university's system. Have advanced knowledge of the management of the following: 1) faculty appointment and evaluation processes along with academic database oversight and maintenance; 2) human resources and personnel including non-academic staff recruitment, hiring, evaluation, and retention; and 3) collaboration with university development and alumni relations. Knowledge of faculty union contract (CBA), BOR policies and UAF regulations. Proficient with computer systems and various software programs (e.g., MS Word and Excel, Google Applications, DocuSign, Internet).

Required Experience: Bachelor’s degree in relevant field AND six years progressively responsible experience, or an equivalent combination of training and experience. Advanced degree preferred.

Typical Education or Training: 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. Experience and familiarity with academic programs in a management/leadership role. Experience and familiarity with UAF personnel documents, recruitment, and hiring procedures. Experience in fiscal oversight and management, and generating reports. Experience and familiarity with the Banner system or other automated data management systems. Experience working with instructional programs and faculty management processes i.e. workloads, evaluations, Faculty 180/annual activities reports. Experience working with a diverse group of faculty and staff or other diverse groups. Demonstrated experience supervising and managing staff. Evidence of progressive/increasing roles of responsibility. Experience with development activities and working with donors. Experience working with Raiser’s Edge.

Applicant Instructions:  

Please submit:

   1. Cover letter

   2. Resume

   3. A separate document with the names of three professional references with phone and email contact information

An initial review date of applicants will begin Monday, March 1, 2021. To ensure consideration, please apply prior to 11:55 PM Alaska Standard Time, Sunday, February 28, 2021. The position is open until filled.* This recruitment is open internally to current UA employees or those otherwise eligible to apply to internal postings.

Salary $34.79 per hour; $2,783.20 biweekly DOE.

~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~

Students and faculty from all over the world converge at UAF to study subjects unique to Alaska and the North as well as to sharpen their skills with semicolons, digital photography equipment, shovels, beakers, paintbrushes, instruments, and stage lights. The unique construction of our college, our small town size, and departmental proximity allow for limitless collaboration between the 22 disciplines. With over 40-degree programs in the arts, humanities, social sciences, and languages, your UAF experience can be as unique as you are.

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 Standard Time
Applications close:

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