Executive Officer

Apply now Job no: 517051
Classification:Administrative Management 3
Grade:Grade 82
Work type:Staff Full-time
Administrative Unit:University of Alaska Anchorage
School/Business unit:UAA Coll of Bus & Public Policy
Location: Anchorage
Categories: Administrative/Personnel, Business/Accounting/Finance, Executive/Director/Management

Position Summary:

The Institute of Social and Economic Research (ISER) at the University of Alaska Anchorage (UAA) is seeking to hire an Executive Officer (EO) to Manage day-to-day operations at ISER. Track all administrative, business and fiscal functions of the Institute of Social and Economic Research (ISER). Work with the ISER Director and Principal Investigators (PIs) in overall long- and short-range strategic and financial planning, and oversee the implementation of those plans. Supervise administrative staff, and serve as liaison to Shared Services and the Office of Sponsored Programs (OSP) in all actions related to personnel, payroll, travel, procurement, accounting and proposal and grant management. Advise director on all matters related to institute management, including sensitive and confidential issues. Interpret information from Shared Services, including historical financial data, trends, forecasts, processes and techniques, and provide recommendations to the ISER Director. Approve charges and act as signature authority for key functions including purchases, cost transfers and effort reports not provided by Shared Services. Direct control of all accounting, finance, job costing, forecasting, strategic planning, and regulatory and legal compliance. Assist PIs in preparing grant proposals and managing grant activities.

Duties:

10STRATEGIC AND LONG-RANGE PLANNING: Assist the Director in establishing and implementing ISER’s strategic plan. Participate in strategic and long-range planning for the Institute and associated Centers and the College of Business and Public Policy. Analyze organizational structure and make recommendations for change in response to external forces. Develop and implement succession plan for administrative management team. Work with Director and PIs to develop short and long term fiscal strategies toward greater financial sustainability. Make recommendations to the Director and PIs to ensure the most effective and efficient use of funds.Essential
20FINANCIAL MANAGEMENT: Work with Shared Services personnel to ensure that all financial functions are developed and carried out to meet ISER’s needs. Works with Shared Services director to solve problems as they arise. Facilitate a cooperative working relationship between ISER and Shared Services. Develops strategies to align ISER systems to Shared Services. Lead the implementation of operational improvements in the areas of budgeting, planning, forecasting, financial operations, and financial management reporting. Oversee a complex funding structure made up of 100-150 accounts from multiple funding sources (including general and restricted funds such as grants, contracts and foundation funds) each with unique guidelines and reporting requirements. Advise ISER Director around the overall fiscal “picture” of the institute. Work with Shared Services to ensure they provide fiscal information needed to manage programs. Communicate this information to ISER Director and PIs to ensure they have timely, accurate and meaningful financial information. Work with PIs to align time projections, budgets, and staff time allocations across grants and projects to management reports provided by Shared Services. Review reports and work with PIs to make adjustments as needed and to promote ISER’s financial integrity. Work with the ISER Director to review the status of the institute budget and contribute to decisions in setting priority expenditures within the unrestricted budget allocation. Review and approve all fiscal documents requiring approval by the ISER director. Approval of fiscal decisions delegated by the director.Essential
30ADMINISTRATIVE MANAGEMENT: Work with support from UAA Shared Services, IT, and OSP to ensure that the actions and directives regarding human resources, travel, accounts receivable, accounts payable, information technology, and procurement are carried out. Supervise administrative staff to include selection, training, evaluation, scheduling, disciplinary action, and professional development. Supervise junior research staff, in collaboration with PIs. Develop and oversee performance management procedures. Advise the director, PIs, and supervisors on administrative issues and personnel actions. Recommend strategies and courses of action that are consistent with University policies and procedures and applicable State and Federal laws. Coordinate with Office Manager in all aspects of daily operations, including facility management and security, reception, and support to PIs and staff. Carry out additional executive and administrative responsibilities as delegated by the ISER Director. Signature authority for all administrative, personnel, and financial documents of the center in the director's absence. Authority to commit the institute to major expenditures and/or obligations, and attends university-wide meetings on behalf of the director to represent the institute in the director's absence. Oversee general fund contract performance, as delegated by the ISER Director.Essential
40RESEARCH MANAGEMENT Monitor and ensure that all phases of grant management, from proposal submission and award acquisition (pre-award) through administration (post-award) are carried out. Provide assistance regarding budgeting and operations to PIs in preliminary phases of proposal development. Work with OSP to solve problems as they arise and ensure that proposals are submitted to meet funding agency requirements. Work with UAA Office of Sponsored Programs on resolving specific contract issues. Manage ISER internal systems to meet management needs not provided by Shared Services. Oversee and track ISER’s grants and contracts. Advise faculty and PIs on status of projects and monitor for alignment to contract and project schedules. Assist PIs in problem-solving to ensure that projects are moving forward, on-schedule, and within budget. Advise ISER Director and PIs of budget projections, anticipated problems, and propose adjustments. Work with Shared Services to manage project budgets, analyze expenditures, and project revenues and expenditures. Work with PIs to oversee the distribution of internal ISER resources, including personnel, across multiple projects. Maintain ISER’s internal financial management system for operational tracking of all program and project expenditure activity, until a replacement is available from Shared Services. Facilitate the transition between fiscal tracking systems.Essential

KNOWLEDGE/SKILLS/ABILITIES:

Knowledge of strategic short and long range planning processes. Strong planning, organizational, prioritizing, analytical and problem solving skills. Ability to identify, organize, plan and allocate resources, analyze and improve processes.

Extensive knowledge of and experience in human resource management, supervisory techniques, job description/evaluation, performance management.

Skilled in proposal development, preparation and submission and grant and contract administration. Ability to review research contract terms and conditions, recommend changes, participate in contract negotiations, ensure institute compliance. Draft agreement language as needed. Familiarity with requirements of federal funding sources.

Broad knowledge of financial management, reporting systems and methods for presenting complex financial data clearly and concisely. Ability to forecast expenditures, analyze trends and recommend policies to ensure fiscal health of unit.

Extensive knowledge of fund accounting and GAAP, UA policy and regulation, state and federal laws regarding budget development, management and grants and contracts compliance. National and state funding issues, trends and agency proposal requirements.

Ability to interpret and apply UA policies/regulations, and federal, state, local government, private, non-profit and foundation policies/regulations governing proposals and grant/contract administration.

Knowledge of relevant computer applications, including PC and Banner (or equivalent). Knowledge of standard office software packages, e.g., MS Office, PowerPoint, and advanced Internet applications.

Effective program/project management skills needed to serve as expert resource and strategic advisor. Strong time management skills to effectively manage concurrent tasks and deadlines.

Strong interpersonal and human relation skills to relate effectively to all levels. Excellent customer service, tact, diplomacy and persuasion skills. Ability to interact effectively with individuals from diverse backgrounds.

Ability to communicate effectively in person and in writing and to act as liaison to other university departments, the public, potential donors and funding agencies.

Demonstrated ability to lead and manage others. Ability to apply best practices in supervision and to build successful teams. Ability to delegate as appropriate.

Ability to identify confidential issues and situations and respond according to university regulation, state and/or federal law.

TYPICAL EXPERIENCE:

5 years progressively responsible experience beyond the Bachelor's. Prefer at least 3 years grant/project management experience in a University setting. Master's degree is preferred.

REQUIRED EDUCATION OR TRAINING:

Bachelor's degree or equivalent in training and experience in project management, business administration, accounting or relevant field in one of ISER's disciplines.

 

The Institute of Social and Economic Research (ISER)

ISER is the social science and public policy organized research unit for the University of Alaska System. ISER conducts non-partisan basic and applied research that helps people understand social and economic systems and supports informed public and private decision-making to enhance the well-being of Alaskans and others. Established in 1961, ISER research has been used in public policy development in Alaska for more than half a century. ISER is located within the University of Alaska Anchorage College of Business and Public Policy (CBPP). ISER operates with an annual budget of $3-5 million, derived from a diverse portfolio of sources including state support through the University of Alaska System, competitive grants, federal, state and local government agency contracts, and various private sources.

The University:

UAA is the largest of three universities in the University of Alaska system, serving nearly 13,500 students, with the main campus located in Anchorage, which is set between the snow-capped peaks of the Chugach Mountains and the ocean waters of Cook Inlet. Warmed by a maritime climate, the city of Anchorage offers year-round outdoor recreational activities, including hundreds of miles of bike and ski trails, and easy access to national forests and parks.  With a culturally diverse population of nearly 300,000, Anchorage offers a lively intellectual and cultural life, including opera, symphony, theater and other arts events, and varied restaurants and local craft breweries.

 

Application Procedure:

This position will remain open until filled.

This is a full-time, Grade 82, minimum $72,363 yearly, DOE, 12-month position complete with a competitive salary and UA employee benefits package.

Applications must be submitted online at the Careers at UAA website. Candidates must submit to the website:

  1. A cover letter addressing: 
    1. General educational background and experience.
    2. Interest in, and qualifications for managing operations and research administration in university environments,
    3. Supervisory experience and approach to human resource management
    4. Any other experience relevant to the position.
  2.  Curriculum vitae
The home page for the Careers at UAA website is: https://careers.alaska.edu/en-us/listing/. The job posting number is 517051 and the PCN is 305210. The job listing and detailed application instructions may be accessed directly at: https://careers.alaska.edu/en-us/job/517051/executive-officer
Applicants should also arrange for three letters of recommendation referencing the “ISER Executive Officer position.” The writers may e-mail signed letters to: uaa_isersearch@alaska.edu.
For more information about this position, how to apply, or working at ISER, contact Matthew Berman at uaa_isersearch@alaska.edu or
907-786-5426.

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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