Administrative Assistant to the CEM Dean & INE Director Job in Fairbanks

CLASSIFICATION: Administrative Specialist 2

GRADE: Grade 78

WORK TYPE: On Campus, Staff Full-time

ADMINISTRATIVE UNIT: University of Alaska Fairbanks

SCHOOL/BUSINESS UNIT: UAF College of Engineering & Mines

LOCATION: Fairbanks

CATEGORIES: Administrative/Personnel, Business/Accounting/Finance, Office/Clerical

Position Summary:

The Assistant to the CEM Dean and INE Director is an essential job for the College of Engineering and Mines and Institute of Northern Engineering. The CEM Dean and INE Director lead a large college and research institute employing ~60 faculty, ~25 staff, and hundreds of undergraduate and graduate students. The assistant is a critical member of CEM and INE’s leadership team.

Duties:

CEM Dean and INE Director Administrative Support. Assist administrative and/or technical support personnel with the CEM dean’s office and INE business office. In collaboration with the CEM executive officer, provide advice to CEM and INE personnel in response to inquiries and administrative problems brought to the dean or director’s office. Arrange the dean and director’s activities, maintain their calendars and schedule appointments and meetings. Set up, shift, and refuse appointments as appropriate. Consult with dean or director on conflicting appointments to be changed as necessary.

Suggest an alternate or in the dean or director’s absences, arrange for other representation. Prepare correspondence and other administrative documents based on knowledge of the subject matter and the dean or director’s approval practices. Ability to communicate effectively, both orally and in writing, and to organize and present facts and opinions. Review documents for completeness including for grammatical and procedural correctness prior to the dean or director’s signature. Coordinate with originator on corrections not in conformance with policies and requirements. Maintain control records on incoming correspondence and action documents, follow up on work in progress to ensure timely reply.

Manages the organization of receptions and other large and small events, often working with the CEM Outreach & Engagement Officer. Responsible for ordering and maintaining CEM dean and IND director’s office supplies and managing associated resources. Purchase supplies and services, including representational expenses. Purchase value will not exceed $5,000.Outreach & Communication. Write, manage and approve communication of academic and research programs, projects and findings. Work closely with faculty and staff to write content suitable for news releases, social media outreach, and newsletters targeted at non-technical audiences.

Collaborate with CEM dean, INE director, and CEM outreach & engagement officer to develop research publication schedule and manage researchers and other content experts to meet deadlines. Collaborates with designers, photographers and other contractors to ensure communication mediums are consistent, high quality and on time and approves final products. Work with CEM dean, INE director, program chairs, center directors, and CEM outreach & engagement officer to identify needs, timelines and outlines/storyboards. Work with CEM outreach and engagement officer to ensure CEM and INE branding is consistent and compliant with UAF policies and procedures, and all legal requirements are met.

Manage media relations in coordination with UAF media. Advise CEM leadership by identifying media opportunities and providing counsel about the potential value of participating in them, or not. Draft or review/edit media releases and advisories.Confidentiality. Receive confidential personnel-related information from the dean or director and relay it to the appropriate UA human resources official, director of labor relations, general counsel, academic program chair, research center director, CEM executive officer or CEM/INE human resources coordinator in order to communicate a problem and obtain information for the dean or director pertaining to university personnel policy or collective bargaining agreements.

Use professional tact and judgement in the conduct, operation and function of the dean’s office. Maintain discretion and confidentiality in dealing with the public, university faculty, staff and administrators.Travel. Assist CEM and INE travelers in navigating the UAF Travel Customer Service Office (TCSO) website to submit requests for travel assistance through the TCSO or to initiate their own travel requests directly through the Concur Travel Management system (CTM).

Assist UAF students and guests in setting up a Concur profile in order to initiate travel for non-employees. Ensure proper travel documentation such as remote travel emergency plans, volunteer paperwork, family/friend accompaniment travel waiver, and required employee safety trainings have been completed and approved as appropriate. Maintain travel-related supporting documentation for CEM and INE travel.

KNOWLEDGE, SKILLS, ABILITIES:

-Strong attention to detail, ability to prioritize and multitask. Ability to maintain accurate and detailed records.
-Diligence to see problems through to timely completion.
-Advanced understanding of accounting practices, UA travel and purchasing regulations, and familiarity with university accounting structure.
-Working knowledge of automated database program (such as Banner Finance) as it relates to budgets, encumbrances and expenditures in the travel screens and associated travel account codes.
-Ability to interact with a diverse community of people, handle uncomfortable situations in a professional manner, and still maintain a good working relationship.

TYPICAL EXPERIENCE:

2 years of fiscal/accounting experience to include work with restricted funds. 1 year of college accounting or equivalent accounting experience.

REQUIRED EDUCATION OR TRAINING:

One year of experience in travel coordinating and/or two years accounting technician duties sufficient to provide an ability to achieve the specific skills and abilities required for this position in a minimum of time. Preference would be given to someone with knowledge of UA accounting processes and Banner as it relates to travel. Added preference will be given to individuals with demonstrated abilities to process documents quickly and accurately.

SALARY INFORMATION:

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 April 10, 2023, to ensure consideration, please apply by 11:55 PM, Alaska Standard Time on DAY BEFORE REVIEW DATE April 09, 2023.

APPLICATIONS CLOSE: Open until filled

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