Executive Assistant to Vice Chancellor of Administrative Services
Classification:Administrative Specialist 3
Work type:Hybrid, On Campus, Staff Full-time
Administrative Unit:University of Alaska Anchorage
School/Business unit:UAA VCAS Operations
Categories: Administrative/Personnel, Office/Clerical
The UAA Office of Administrative Services is recruiting for the Executive Assistant to the Vice Chancellor. This position performs administrative duties of the highest level of responsibility, confidentiality, and sensitivity for the University of Alaska Anchorage Vice Chancellor and co-coordinates the operations of the office. A dynamic, fast-paced role, the Administrative Assistant is a fully benefitted position, offers a hybrid work schedule with both remote and on-campus opportunities, and tuition benefits for you and your family. Come join our team of professionals as we advance our mission of transforming lives!
20Building Coordinator Responsibilities: Attend Building manager meetings and inspections.
Assist with emergency management building plans annually including building evacuation plan, emergency lockdown plan and shelter in place plan.
Assist with dissemination of information to building occupants.
Maintain building postings related to: emergency contact information, emergency procedures, human resource services postings, and other required postings on building-use bulletin boards.
Provide safety checks, weekly, monthly and quarterly as required.
Field day to day building maintenance and safety issues.
Annually update phones and office locations to IT for emergency preparedness.
Maintain interior security access for Administrative Services, Academic Affairs and Chancellors suite.Essential
30Oversee and coordinate programs and events: Division-wide meetings, leadership retreats, employee awards program.
Responsibilities may include all aspects of meeting and event production (I.e., Catering, invitation lists, invitation design, audiovisual arrangements, equipment and room rental, refreshments, meeting take-down, etc.).
Prepare, manage, and track information for the Vice Chancellor of Administrative Services Office, including information of a sensitive and confidential nature
Assist with logistics for numerous position searches, various committee meetings, hearings and Operative Reviews.
Take minutes for meetings. Edit for clarity, scan, provide phone coverage, and file (electronic and hard copy).
Provide back-up support to various administrative position, in the office and administrative services.
Oversee and manage Travel arrangements for for meetings, and conferences.Essential
50Primary staff support to the Vice Chancellor of Administrative Services.
Provides support with calendaring and managing a complex schedule, including the necessary research, information collection and other necessary preparation for interviews and meetings.
Respond to inquiries made to from both internal and external entities.
Coordinates a broad range of functions on behalf of the VC for Administrative Services.
Assist in developing and editing documents incorporating strategic planning, alignment and resource allocation decisions of the VC for Administrative Services.
Coordinate efforts for Administrative Services project management, short and long range planning.
Reviews content, researches issues, and routes documents requiring the VC for Administrative Services signature.
Oversees the administrative and operational activities of the Administrative Services Office ensuring effective use of time and resources.
Manage the office on a day-to-day, communication with faculty, staff supplier and vendors.
Implement and maintain office procedures. Keep organized lists of: staff directories, listservs, ORG charts, and IT equipmentEssential
|Knowledge, Skills, Abilities:
||The UAA community has identified four core competencies at the heart of quality at UAA. These qualities are core to everything we do:
• Effective Communication - The knowledge and skills necessary to engage in effective communication in diverse contexts and formats.
• Creative and critical thinking - The knowledge and skills necessary for the critical exploration of issues, ideas, artifacts, and events in order to creatively design, evaluate, and implement a strategy to answer complex questions or achieve a desired goal.
• Intercultural Fluency - The knowledge and skills necessary to promote effective and appropriate interaction in a variety of cultural contexts, particularly in terms of the diverse populations of Alaska.
• Personal, Professional, and Community Responsibility - The knowledge and skills necessary to promote personal flourishing, professional excellence, and community engagement.
Additional skills and abilities specific to the Administrative Assistant include:
• Strong organizational skills
• A high level of accountability, discretion, and confidentiality
• Experience with or an ability to learn various systems and technology
• Broad-based computer proficiency with an emphasis on spreadsheets and report generation for tracking projects.
• Ability to shift nimbly between needs as they arise
This position requires 3 years progressive experience in an office environment, executive level office setting preferred.
|Required Education or Training:
High School graduation and three years progressively responsible office/administrative experience, or an equivalent combination of training and experience.
This is a full-time, 12-month, exempt staff position complete with both a competitive salary and full employee benefits package. New hires will be placed on the UA staff salary schedule, Grade 79, based on education and experience.
|Special Instructions to Applicants:
Please attach a resume, cover letter, and the names and contact information (email address and phone number) for three (3) professional references with your application.
The review process for applications will be begin on September 30, 2022. To ensure consideration, please submit an application by 11:55 pm Alaska Time on September 29, 2022.
*To be eligible for this position, applicants must be legally authorized to work in the United States without restriction. Applicants who now or may in the future require visa sponsorship to work in the United States are not eligible.
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.
UA is an AA/EO employer and educational institution and prohibits illegal discrimination against any individual: www.alaska.edu/nondiscrimination
The successful applicant is required to complete a background check. Any offer of employment is contingent on the background check.
Your application for employment with the University of Alaska is subject to public disclosure under the Alaska Public Records Act.
If you have any questions regarding this position, please contact University of Alaska HR at 907-450-8200.
Advertised: Alaskan Daylight Time
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