Assistant to the Provost and Administrative Assistant to the Provost Office
Apply now Job no: 516635
Classification:Administrative Specialist 3
Work type: Staff Full-time
Administrative Unit:University of Alaska Fairbanks
School/Business unit:UAF Provost Office Operations
Categories: Administrative/Personnel, Business/Accounting/Finance, Office/Clerical
The Provost's Office is seeking an individual to be the Assistant to the Provost and Administrative Assistant to the Provost Office. This position is the first point of contact for all matters that the office oversees. The person maintaining this position is expected to perform at a high-level, with the understanding of proper protocols, diplomacy, and office setting experience. The office handles confidential matters, as well as assisting with administrative support for 17 academic units under the Provost's purview, this position is essential when it comes to providing administrative support. Physically located at the UAF campus in Fairbanks, Alaska, this is a full time, year around position with full UA benefits.
100 Under the supervision of the Provost and Executive Vice Chancellor works successfully within a team environment to facilitate departmental support and provides back up as needed. Focal point for resource administration for the Provost office.
-Calendar and prioritizing requests, Communications, Provost’s website, Travel, Events Coordination (ALI)
Manage the Provost and Executive Vice Chancellor’s operational and administrative office activities (daily calendar and information flow). Provides complex, administrative support to the Provost and Executive Vice Chancellor and coordinates administrative functions, logistics, activities, programs and services of the office.
Direct activities, schedules and prioritizes work in support of clerical and administration needs of the Provost and EVC. Coordinates large projects and oversees them to completion. Reviews, prioritizes and responds to mail, e-mail and other correspondence.
Composes and formats correspondence for signature. Screens executive's incoming calls, meeting requests, events' attendance requests, and in-person visitors. Provides logistical coordination, prioritization of Provost's workload, and resolution of re-routing of conflict and problems.
Processes all the necessary travel arrangements/reservations for the Provost, and interfaces with the travel office for finalizing any provost's related travel.
Develops website architecture, navigation schemes, and layout pages. Organizes and edits page contents to ensure accurate and timely content. Makes changes, corrections or updates to content and documents of Provost’s Office website. Regularly checks for broken links and outdated content. Maintains and redesigns sites/pages for Provost’s Office units as necessary. Creates graphics, edits and compresses images. Audits website for compatibility with UAF web and graphic guidelines, accessibility guidelines, copyright compatibility, overall site design, quality and visual appeal, and easy navigation. Provides annual updates to deadlines and other annual documents.
Coordinates and oversees event planning such as taking the lead or assistant role on multiple major events each year including Academic Leadership Institute (ALI). Scheduling for multiple calendars and meetings aligned with the creation of annual and academic schedules.
Other duties as assigned by the Provost and Executive Vice Chancellor
PROVOST’S OFFICE MANAGEMENT:
-Directs day-to-day functional operations of the Provost's Office and provides coordination among units (schools, and colleges) reporting to the Provost. Interfaces with travel department and Signers’ Business Office for travel coordination and fiscal matters.
Coordinates all special events sponsored by the Provost's Office by scheduling the room, working with catering and setting up the room.
Provides administrative support for the Provost’s office and staff.
Acts as the administrative back-up to Faculty Services Manager. Administrative support includes, but not limited to, leading special projects, faxing, copying, mail, handling incoming telephone calls, office presentation, greeting and providing assistance to visitors, faculty, staff and students while meeting work related deadlines. Provides assistance to the Faculty Services Manager for any executive recruitment searches. Assist with complex and confidential electronic and paper filing systems.
MOU-MOA: Oversees and coordinates the process for all memorandum of understanding, and memorandum of agreements policies and procedures.
Monitors and manages three (3) different email accounts. Directs and oversees multiple complex and confidential filing systems maintenance for in-house and campus records. Manages multiple storage rooms with confidential files. Coordinates daily documents for Provost, Vice Provost and staff signature approval. Manages the archiving systems that hold approved documents.
Assists with and coordinates updates of multiple Google sites, Google Forms for events, proposals, questionnaires, committees, faculty status changes, annual and academic year applications, assessments, and confidential reports.
Coordinates work orders for maintenance and other facility issues for the offices. Responsible for purchases up to $5,000 using an employee procurement card. Monitoring and paying annual fees. Processes receiving and managing documents from packing slips and invoices. Coordinates and leads purchases for office supplies and equipment periodicals and books. Ensures that adequate office supplies are available and that service contracts on office equipment are current.
Retrieves archived materials and pertinent information needed for meeting preparation. Responds to inquiries or complaints which may have institutional-wide impact. Resolves or redirects inquiries from the UAF community and general public.
Responds to or refers communications from both students and parents on personal and academic issues. Demonstrates understanding and the practice of FERPA (Family Educational Rights and Privacy Act) regulations.
Determines need and negotiates all purchases for UAF Provost's Office. Ensures the maintenance of business equipment and obtains appropriate service contracts. Coordinates work orders as needed with Facilities in regards to moving and renovations, university functions, etc., and works with computing and other entities in regards to computer and equipment repairs. Formulates procedures for systematic office inventory, disposal of unwanted equipment, recycling, and storage of supplies.
Supervises the Provost’s Office student employee(s) in their daily tasks, training, and education responsibilities. Manages and completes any hiring process and paperwork involving student employees. Essential
Knowledge of Higher Education systems and processes as related to the university. Strong interpersonal skills to work with the general public, administration, faculty, staff and students, including outstanding customer service skills. Excellent verbal, electronic, and written communication skills with attention to tact and diplomacy. Ability to coordinate events and to perform well under pressure. Discretion in handling confidential issues and documents and must maintain complete confidentiality. Strong organizational skills with attention to detail. Ability to work independently with decision making and problem solving. Experience in general office procedures and practices; knowledge of all general office equipment. Ability to lead work teams, including planning and organizing work, and scheduling, training and directing and reviewing work of others. Ability to analyze complex situations and make responsible decisions. Knowledge of grievance and appeal process as well as human resources process and procedures. Knowledge of basic bookkeeping and credit card reconciliation skills. Ability to handle multiple tasks in a fast-paced environment. Experience and strength in computer application skills, word processing, spreadsheet and databases. Strong internet/email experience. Proficiency with MS Office and Adobe software. Knowledge of mail merge in Excel and Word. Ability to create reports using data gathered from various sources. Ability to create memorandums. Ability to make sound recommendations for complex issues. Operates at a high degree of independence, autonomy and responsibility while performing complex and varied tasks. Excellent public relations and administrative skills.
Preferred KNOWLEDGE/SKILLS/ABILITIES: Understanding of UA and UAF protocol to work effectively with all levels of administration and governance; knowledge of UA Banner Student, Q-Menu, QAdhoc, TOAD and Student Query modules; Roxen, Powerpoint, and Pagemaker. Knowledge of UA Travel and Procurement policies and procedures.
At least four years experience working at an educational institution.
The successful candidate will have a combination of experience and maturity to carry out functions of this position. It is extremely important to maintain confidentiality. It is also important to have experience working in a fast-paced office environment.
REQUIRED EDUCATION OR TRAINING:
Bachelor’s degree preferred and four years progressively responsible experience relevant to the program specialty, or an equivalent combination of training and experience.
This is a full-time,
Grade 79, minimum $2,086.40 biweekly, DOE, 12-month position complete with a competitive salary and UA employee benefits package. UA employees receive excellent benefits including participation in State of Alaska PERS retirement, 12 paid holidays per year, tuition waivers for employees and family members, and affordable medical, dental and vision care coverage.
*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.
Please attach a resume, cover letter, and the names and contact information (email and phone number) for three (3) professional references with your application.
To ensure consideration, please apply prior to the review date.
This position is open until filled with the initial applications review taking place on April 19, 2021. To ensure consideration
please apply by 11:55 pm Alaska Standard Time, April 18, 2021.
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:
The successful applicant is required to complete a background check. Any offer of employment is contingent on the background check.
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.
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.
If you have any questions regarding this position, please contact University of Alaska HR at 907-450-8200.
Advertised: Alaskan Daylight Time 02 Apr 2021
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