Governance Coordinator Job in Anchorage 2023
CLASSIFICATION: Administrative Specialist 2
GRADE: Grade 78
WORK TYPE: On Campus, Staff Full-time
ADMINISTRATIVE UNIT: University of Alaska Anchorage
SCHOOL/BUSINESS UNIT: UAA Chancellor
CATEGORIES: Administrative/Personnel, Office/Clerical
The Chancellor’s Office is seeking a Governance Coordinator to provide administrative support to and coordination of UAA’s governance bodies. *This recruitment is open internally to current UA employees or those otherwise eligible to apply to internal postings.
PROMOTION & TENURE Coordinate annual faculty promotion and tenure review process in compliance with Board of Regents Policy, University Regulation and UNAC Collective Bargaining Agreement in collaboration with the Office of Academic Affairs. Work with reviewers to interpret policy and procedures. Schedule and prepare files for evaluations. Maintain and archive records and findings to ensure confidentiality.
PUBLIC RELATIONS & OUTREACH – Serve as a key resource for UAA governance programs, process, boards/committees, events and activities. – Annually assess administrative needs of multiple governance bodies and elected officers and plan and perform coordination for recurring projects and programs with the responsibility for defining objectives, priorities, strategic plans, and deadlines for the year. – Assist with interpretation of Board of Regents Policy, University Regulations, UNAC Collective Bargaining Agreement (in consultation with Faculty Services & HR); UAA Faculty Handbook (in consultation with Faculty Services); UAA Curriculum Handbook; Faculty Senate Constitution and Bylaws; Staff Council Constitution and Bylaws. – Serve as principal logistical coordinator for training events, workshops, retreats, and forums on various topics such as curriculum process, in cooperation with Governance Leaders.
Coordinate with Advancement office for Meritorious Service Award, Honorary Degree, and staff and faculty emeritus recipients for commencement ceremonies. This includes the coordination of regalia, contact information, letters, biographies, commencement planning meetings, photos, logistics, and other tasks for the spring and fall commencement ceremonies. Notify Statewide office of Meritorious Service Award and Honorary Degree Committee meetings and master list of UAA award recipients.
ADMINISTRATIVE SUPPORT – Provide administrative support and technical guidance to the Faculty Senate, Graduate and Undergraduate Academic Boards, Meritorious Service Award Committee, Honorary Degree Committee, University-wide Faculty Evaluation Committee, and Staff Council. Coordinate Statewide governance activities with UAA governance officers and representatives. – Coordinate and manage Meritorious Service Award, Honorary Degree, and emeritus candidate packets to appropriate parties such as the Board of Regents and UAA leadership for review. Attend and coordinate Meritorious Serve Award, Honorary Degree, and emeritus recipient communications and participation in commencement ceremonies.
Oversee the daily office operations, develop and implement procedures to ensure timely responsiveness to UAA governance bodies and the Chancellor, and ensure that governance bodies are compliant with Board of Regents Policy and University Regulations. – Facilitate recruitment of new governance members at initiation of governance leadership; create, disseminate, and manage election ballot; and, build reports for both faculty and staff campus-wide elections. – Responsible for the updates of Faculty Senate section in the UAA Faculty Handbook. – Maintain website and records of governance officer, committee, and board vacancies. – Maintain detailed and comprehensive tracking procedures to ensure effective document control for large volumes of information. Archive and maintain information/records and disseminate appropriate information to UAA community.
Assist in additional tasks and projects as requested by the Chancellor’s office (ex: search committee or task force support).- ACADEMIC PROGRAM, STAFF, AND CHANCELLOR GOVERNANCE SUPPORT – Provides support for governance activities related to curriculum and program development and various other faculty governance activities. – Provides support for governance staff governance activities.
Provides support for Chancellor-related governance activities. – Provide ongoing consultation and assistance to faculty members and other university community members who are creating new academic courses and programs and updating current courses and programs to ensure compliance with academic policies in the UAA Curriculum Handbook and accreditation standards. Coordinate the review of course and program proposals and their approval to meet the requirements and timelines for publication into schedules and catalogs. – Import approved course/program text and academic policy into UAA catalog publication software and collaborate with Registrar’s Office to ensure content accuracy. Responsible for three program chapters in the UAA catalog. This includes adding, revising, and deleting text; minor formatting; and in collaboration with the Publications staff, ensuring accuracy in programs for the three chapters. Work with departments and faculty to reconcile inconsistencies in the degree program’s copy. –
Oversee logistical support for multiple weekly and monthly meetings of governance bodies. Request, collect, organize, edit and post curriculum materials for agenda publication online. Schedule meetings and record minutes to accurately reflect decisions and actions by the governance bodies and campus community in a timely manner utilizing electronic and web-based media, and schedule meetings. – In collaboration with Undergraduate Academic Board (UAB) and Graduate Academic Board (GAB) chairs and with consultation from Office of Academic Affairs (OAA) and the Registrar’s Office, revise and update the Curriculum Handbook, develop and maintain new forms and procedures used in the curriculum process.
BUDGET & TRAVEL – Develop annual budget request for Governance Office and individual governance bodies, monitor accounts and process budget revisions as necessary. Coordinate all aspects of the Governance Office travel to state/national meetings and conferences to include transportation, lodging, registration, travel approval, and travel reporting. – Coordinate and manage course releases for Faculty Senate leadership. Coordinate and manage the stipends for Staff Council leadership. Facilitate budget request from governance groups. Coordinate any external budget, funding, or gifts for governance groups (ex: development day funds).
KNOWLEDGE, SKILLS, ABILITIES:
– Advanced level of verbal and written communications.
– Ability to work independently and under pressure with multiple tasks and deadlines.
– Ability to effectively communicate with faculty, administrators and staff in a professional manner.
– Ability to interpret and apply complex polices, rules, and regulations.
– Must have critical thinking and analysis skills in complex situations.
– The nature of this position requires independent judgment and decision making, emotional intelligence, research and critical analysis, and problem-solving skills. By using knowledge of university operations, this position must use foresight to identify complex issues, research issues, problem solve, and determine necessary actions.
– The incumbent must discern and interpret information from multiple sources including Board of Regents Policy, Faculty Collective Bargaining Agreement, UAA and Governance policies, procedures, University regulations and other communications to ensure faculty and staff compliance.
– Three years progressive experience at a higher educational institution or a similar professional environment.
– Experience working independently; organizing and prioritizing workload, working cooperatively with others.
– Demonstrated problem solving and decision-making skills; with some experience in a leadership or project management role.
REQUIRED EDUCATION OR TRAINING:
– High School graduation or an Associate’s degree with three years of progressively responsible office/administrative experience, or an equivalent combination of training and experience.
– Bachelor’s degree preferred.
This is a full-time, 12-month, non-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 78, 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.
Applications will be accepted for review on March 29, 2023, to ensure consideration, please apply by 11:55 PM, Alaska Standard Time on DAY BEFORE REVIEW DATE March 28, 2023.
*This recruitment is open internally to current UA employees or those otherwise eligible to apply to internal postings.
APPLICATIONS CLOSE: Open until filled
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