Office and Program Administrator - High-frequency Active Auroral Research Program (HAARP)

The High-frequency Active Auroral Research Program (HAARP) seeks an experienced Office and Program Administrator to join our team! The Office and Program Administrator is critical in supporting this extensive and exciting program by providing office management, handling fiscal responsibilities, and developing and executing community outreach plans. The ideal candidate will be a self-starter with experience in office management, fiscal and grant management, and event planning. The successful candidate will work closely with the director, the HAARP team, and principal investigators to advance the HAARP program. Experience working with federal government entities is preferred. Travel will be required for up to two weeks to Gakona and other locations multiple times a year.

The Geophysical Institute’s HAARP site supports the National Science Foundation’s Subauroral Geophysical Observatory (SAGO), a research laboratory dedicated to exploring Earth’s upper atmosphere and geospace environment.

The HAARP program is managed out of the Troth Yeddha Campus in Fairbanks and operated at the Gakona site to support UAF’s mission to be a student-centered research university. This position will be physically located at the Geophysical Institute.

The Geophysical Institute is a research-driven organization at the University of Alaska Fairbanks. The university offers an attractive work environment and substantial benefits, including retirement and health insurance, generous leave policies, and tuition waivers for UAF courses. The Geophysical Institute is committed to equity, inclusion, and accountability and values the open sharing of different perspectives. We support a respectful and welcoming environment and a commitment to serving Alaska and Alaskans with strong applied science. Career growth and professional development are expected and encouraged.

As a public, regional, comprehensive university, UAF is committed to building a culturally diverse and inclusive organization and strongly encourages women, minorities, members from marginalized communities, individuals with disabilities, and veterans to apply.

To thrive in this position applicants will possess the following skills and abilities:

• General knowledge and application of basic phone skills, administrative concepts, and procedures that can be adapted for emergencies while maintaining confidentiality.
• Intermediate knowledge of computer programs such as Microsoft Office and Google Suites and the ability to utilize specialized software to create outreach items.
• Ability to work effectively in a fast-paced environment and as part of a team, multitask, and prioritize work with intermittent supervision.
• Detailed-oriented and excellent organizational skills with editing and grammar knowledge to support drafting proposals while organizing and managing a filing system.
• Ability to communicate effectively with tact, diplomacy, and international cultural sensitivity using strong oral and written language skills.
• Problem-solving skills with the ability to research and resolve discrepancies, as well as verification, monitoring, and reconciling skills.
• Excellent interpersonal skills for collaborating with various UAF departments and external stakeholders.
• Ability to interpret and apply the University’s purchasing and travel regulations using Banner and Concur or similar programs.
• Intermediate fiscal skills that include knowledge of accounting systems procedures and electronic spreadsheets.
• Experience in making complex travel arrangements for individuals and visiting groups.

Required Experience & Education:

Associate’s degree and two years of progressively responsible experience related to the program specialty, or an equivalent combination of training and experience. Two years of progressively responsible experience in office management, fiscal responsibilities, and event planning or a combination of the required experience.

A valid driver's license and clean driving record in compliance with UA Safe Driving Criteria.

Salary Information:

This position is a full-time, term-funded, Grade 78, non-exempt, 12-month position with a competitive salary and UA 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 based on education and experience.

Special Instructions to Applicants:

This position will be physically located at the UAF campus in Fairbanks, Alaska. The successful finalist will be expected to report to duty at the UAF office on the first day of employment.

Please attach a resume, cover letter, and the names and contact information of three (3) professional references with your application.

Applications will be reviewed on a rolling basis until a successful candidate is identified.

The review of application materials will begin in mid-January. Search and selection procedures will be closed when a sufficient and viable number of qualified candidates have been identified.

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

If you need assistance applying to this posting, please contact GI - Human Resources at 907-474-7357 or uaf-gi-hr@alaska.edu.

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.

This term-funded position is reviewed annually for contract renewal at the University's discretion.

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 that 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.

*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:

UAA: (Addresses Anchorage campus, Aviation Technology Complex, JBER - Elmendorf Extension, JBER - Richardson Extension, Kenai Peninsula College - Kachemak Bay campus, Kenai Peninsula College - Kenai River campus, Kodiak College, Kodiak High School Extension, Matanuska-Susitna College, Prince William Sound College, and Prince William Sound College - Cordova Extension) Online: https://www.uaa.alaska.edu/students/safety. Request a paper copy in person: UAA Police Department Office at Room 114 of Eugene Short Hall on the Anchorage campus / UAA Dean of Students Office at Room 122 of Rasmuson Hall on the Anchorage campus. Request a paper copy by mail: 907-786-1120 or police@uaa.alaska.edu / 907-786-1214 or uaa_deanofstudents@alaska.edu. 

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.

UAS: (Addresses the Juneau Auke Bay Campus, Juneau Technical Education Center, Sitka Campus, & Ketchikan Campus) Online: https://uas.alaska.edu/equity-and-compliance/docs/clery/UAS_ASFSR.pdf. Request a paper copy in person: Hendrickson Building, Suite 202 on the Juneau campus. Request a paper copy by mail: 907-796-6371 or emailing uas.clery@alaska.edu.