Executive Assistant to the Chancellor
Classification:Administrative Specialist 4
Work type:On Campus, Staff Full-time
Administrative Unit:University of Alaska Fairbanks
School/Business unit:UAF Chancellor
Categories: Administrative/Personnel, Business/Accounting/Finance, Office/Clerical
The Executive Assistant to the Chancellor provides in-depth executive assistance to the Chancellor in the administration, and operation of the UAF system, promoting a positive image of the university functions as an advisor to and supporter of the Chancellor in a demanding, high-pressure, fast-paced, and confidential executive office environment.
10Assesses current, and projects future, staffing needs of the chancellor's office. Develops position descriptions for staff positions, recruits, interviews and hires support staff. Supervises, trains, motivates, advises, and evaluates support staff; delegates tasks and projects.Essential
10Recognizes and suggests instances and events where the chancellor and/or university can generate goodwill, and suggests ways to increase the chancellor's visibility on and off campus. Works closely with UA and UAF administration to coordinate and prepare for meetings, tours, etc. involving federal and state legislators, other government officials, visiting dignitaries and consultants; and to collaborate on press releases and major public events such as commencement, convocation and state of UAF addresses. Collaborates with UAF Advancement and Development on institutional advancement. Coordinates and collaborates special events hosted by the chancellor and the securing of gifts for visiting dignitaries and ambassadors.Essential
1-35Provides executive assistance to the chancellor in all aspects of his or her administration and operation of the UAF system, promoting a positive image of the university. Work collaboratively with the Executive Officer in the administration of the Chancellors office. Functions as an advisor to and supporter of the chancellor in a demanding, high pressure, fast-paced, and confidential executive office environment. Plans, oversees, and facilitates the efficient utilization of the chancellor''s time, using good judgment to commit the chancellor to meetings with various constituencies, speaking engagements, and other events. Serves as liaison between the chancellor and his direct reports; the offices of the president, board of regents, general counsel and other statewide university administration; the offices of federal and state legislators; local governmental officials; donors; and other outside agencies. Contributes to the overall success of the university through forward planning and through a variety of other duties and responsibilities. Manages inclusion of direct reports and others in meetings when they can add value. Exercises initiative to identify, collect, and analyze information, background and other details to prepare the chancellor for meetings, speaking engagements, management and operational reviews, conferences and other events. Confers with the chancellor after meetings to discuss needed follow-up. Occasionally prepares notes or talking points for speaking engagements. The fast pace of the chancellor's office requires that issues be dealt with quickly and appropriately--the Assistant to the Chancellor works evenings, weekends, and holidays to meet needs.Essential
20Organizes and directs the administrative and financial functions of the chancellor's office, managing the day to day operations, ensuring a professional and confidential work environment, and a professional and timely work product. Evaluates incoming materials and communications; uses discretion whether the chancellor's review is warranted, advises the chancellor on next steps, and assesses and redirects to chancellor's direct reports or others as necessary. Reviews and suggests revisions to correspondence and materials prepared by other departments for the chancellor's approval and/or signature. Independently analyzes and recognizes next steps and drafts memos and correspondence for the chancellor's signature. Manages, organizes and prioritizes overall work effort of the chancellor's office and balances competing interests and needs. Recognizes potential liabilities and consults with executive management and Office of the General Counsel as necessary and/or directed. Exercises initiative to assemble and analyze information and materials on a wide scope of issues. Exercises initiative to identify, develop, and implement improved procedures and systems, and drafts written procedures, memos and letters. Prepares estimates regarding the budget of the chancellor's office, including discretionary funds.Essential
20Supports and participates in the chancellor's core and full cabinet, attending, scheduling and coordinating all meetings and meeting presentations and guests; exercises discretion to develop agendas and prepare meeting notes. Participates in setting direction and policy. Compiles and monitors action items, following up with direct reports as necessary to ensure tasks are completed timely. Assists chancellor in ensuring annual evaluation of his/her direct reports is completed in a timely manner. Serves as chancellor's representative on various committees, as appointed. Provides support for vice chancellor level searches and for Administrator A reviews.Essential
5Provides guidance and advice to administrative assistants at the vice chancellor level, and convenes meetings of this collective group to discuss HR and technology issues, policy changes, etc., and to streamline processes and communications.Essential
|Knowledge, Skills, Abilities:
||Exceptional public administration, government relations, 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
Minimum of 4 years progressively responsible experience in executive level administration.
|Required Education or Training:
Bachelor's degree or an equivalent combination of education, training, and experience in a relevant field.
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 80, 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 November 29, 2022 and remain open until filled.
UAF COVID REQUIREMENTS:
Effective immediately, all new UAF hires, whose job function or work location results in the employee being subject to the UAF vaccine requirements guided by the Federal Contractor Employee vaccine mandate*, must be fully vaccinated with an FDA or WHO authorized or approved COVID-19 vaccine or have obtained a university-approved disability/medical or religious exemption no later than six weeks from the new hire's start date.
*Employees based on UAF’s Troth Yeddha’ (Fairbanks) campus, regardless of university affiliation and remote work status; Employees based in UAF research units outside Fairbanks (including Seward Marine Center, Kodiak Seafood and Marine Science Center, HAARP, Poker Flat, Lena Point, and Toolik Field Station); and Employees, regardless of their work location, paid by or directly working on impacted UAF federal contract.
*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 Ashley Lindsoe, Signers' Business Office, HR Manager, at email@example.com or 907-474-5664.
Advertised: Alaskan Standard Time
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