Coordinator to the Offices of the President and Board of Regents

The UA System office seeks a collaborative, organized, and self-directed office coordinator to support efficient operations of the president’s and Board of Regents’ offices.

In this position, you’ll provide high-level administrative and professional support for the offices of the University of Alaska President and the UA Board of Regents. This position:

• Serves as the first point of contact for phone calls, emails, and visits for both offices, occasionally managing difficult and sensitive situations;
• Coordinates meeting logistics for the president and Board of Regents, including room reservations/setup, audio/visual needs, videoconferencing (Zoom), and catering;
• Serves as the fiscal technician for both offices, managing purchasing and monitoring expenditures,
• Provides travel support, including booking travel and preparing expense reports for the president, board members, and office staff;
• Maintains websites for both offices;
• Assists in managing the president’s schedule; and
• Serves as the building coordinator for the Schaible House (university-owned president’s residence) and as the primary point of contact for maintenance/repair and for university-sponsored meetings and events at the residence.

To thrive in this role, you’ll need excellent administrative and customer service skills, including the ability to function efficiently and accurately in a fast-paced, confidential executive environment. Proficiency with Microsoft Office and Google Apps and familiarity with website content management systems preferred. Good working knowledge of the UA structure and procurement, travel, and fiscal procedures is beneficial. The strongest applicants will have at least three years of experience in fiscal, administrative support, and/or event support in a professional office environment. A valid driver’s license is required. May need to work an occasional evening event or travel to support board meetings.

Minimum Qualifications:

Associate's Degree preferred; may be substituted with an equivalent combination of education, training, and experience in a field related to the duties of this position.

A valid driver's license and clean driving record in compliance with UA Safe Driving Criteria - Transportation Safety Guide (alaska.edu).

Position Details:

This position is located at the University of Alaska system office on UAF’s Troth Yeddha’ campus in Fairbanks. This is a full-time, non-exempt staff position with a competitive salary and full employee benefits package. UA provides a generous compensation package that includes retirement options, annual leave, 12 paid holidays per year, tuition waivers for employees and family members, and affordable medical, dental, and vision care coverage. New hires will be placed on the UA staff salary schedule, Grade 78, based on education and experience.

✍ Please upload a cover letter, resume, and the names and contact information of three (3) professional references (including context for how they know you) with your application. Applicants will be given advance notice before references are contacted. (Applications without reference contact information will be deemed incomplete and will not be considered.) ✍

This position is open until filled. Application review will begin on 11/25/24. To ensure consideration, please apply by 11:55 PM, Alaska Standard Time on 11/24/24.

📃To view the full list of job responsibilities, please click HERE.

☎️If you have any questions regarding this position, please contact Terra Preslan, UA System Office HR Coordinator, at ua-so-hr@alaska.edu or 907-450-8261.

*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 affirmative action/equal opportunity employer, educational institution and provider 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.

All employees at the University of Alaska are expected to uphold the highest standards of ethics and professionalism when conducting or engaged in university business.

*Each university within the University of Alaska system publishes an Annual Security and Fire Safety Report which contains information regarding campus safety and security including topics such as: campus law enforcement authority; crime reporting policies; campus alerts (Timely Warnings and Emergency Notifications); fire safety policies and procedures; programs to prevent dating violence, domestic violence, sexual assault and stalking; the procedures the University will follow when one of these crimes is reported; and other matters of importance related to security on campus. The report also contains information about crime statistics for the three most recent calendar years concerning reported crimes that occurred on campus; in On-Campus Student Housing Facilities; in Noncampus buildings or property owned or controlled by the University or a recognized student organization; and on public property within, or immediately adjacent to and accessible from, the campus.  The report also contains fire statistics for any fires occurring in an On-Campus Student Housing Facility during the three most recent calendar years.  

Access to the reports is available at:

UAF: (Addresses Fairbanks Campus, Bristol Bay Campus, Chukchi Campus, Community and Technical College, Kasitsna Bay Campus, Seward Marine Center, Tok Campus, Kuskokwim Campus, and Northwest Campus) Online: https://www.uaf.edu/orca/files/ASFSR.pdf. Request a paper copy in person: UAF Office of Rights, Compliance and Accountability on the 3rd Floor of Constitution Hall. Request a paper copy by mail: 907-474-7300 or uaf-orca@alaska.edu.