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Executive Assistant to the Vice President for Academics, Students and Relations

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  • CLASSIFICATION:Administrative Specialist 3
  • GRADE:Grade 79
  • WORK TYPE:On Campus, Staff Full-time
  • ADMINISTRATIVE UNIT:University of Alaska Statewide
  • SCHOOL/BUSINESS UNIT:Vice President for Academic Affairs
  • LOCATION:Fairbanks
  • CATEGORIES:Administrative/Personnel, Office/Clerical

 

Position Summary:

This critical position requires a skilled executive level assistant with attention-to-detail and a calm demeanor to supervise, manage information flow, schedule work, and coordinate projects with competence and character.

Duties:

Oversees and organizes special projects, events, and reports as assigned by the VPASR/VPUR, working as a lead on projects and independently delegating tasks. Manages project deadlines and budget, and coordinates with internal and external entities to project completion. Works with the senior budget officer and UA Foundation to identify and arrange for project funds and monitor/forecast project budgets. Attends regular and select meetings, as designated by the VPASR/VPUR. Represents the Offices of Academics, Students & Research and University Relations in the absence of the vice president.
Supervises positions providing administrative support and travel and procurement coordination and student employee(s). The EA will coordinate duties and daily responsibilities, as well as oversee, schedule, plan, train and review all work. The EA will evaluate performance and initiate corrective action as needed. Timesheet approval
Serves as executive assistant to the Faculty Alliance, System Governance Council, Staff Alliance, System Office Staff Council and the Coalition of Student Leaders. Directs the governance communications hub; receives and distributes items from the UA President and Board of Regents Offices to governance groups; Works with governance leaders on setting agendas and ensures staff keep minutes and records of all actions taken. Ensures that all governance records are maintained and accessible and summarizes and reports on actions as requested by governance or the UA President. Helps formulate protocol and ensures faculty, staff and students follow protocol in submitting and receiving action or information items from the UA President. Ensures that the system governance web site is complete, accurate and up to date, especially with regard to governance leadership and meeting agendas and minutes.
The Executive Assistant (EA) provides assistance to the Vice President for Academics, Students & Research and Vice President for University Relations in all aspects of their administration and operation of the UA system while promoting a positive image of the university. In this capacity, the EA has a high degree of autonomy and responsibility. The EA serves the VPASR and VPUR in a highly visible role working with their staff, UA regents, State and Federal legislators and gubernatorial staff, chancellors, vice chancellors, and reporters. The EA independently manages a highly professional, fast-paced, and confidential executive office environment. The EA is required to make independent decisions to complete projects, manage the office, and direct employees. The EA manages and independently decides the efficient utilization of the VPASR and VPUR’s time to commit the VPASR and VPUR to meetings with various constituencies, speaking engagements, and other events, and maintains the VPASR and VPUR calendars. Maintains confidentiality and exercises discretion with complex matters pertaining to students, staff, and faculty. Follows FERPA regulation when addressing student concerns. The EA serves as the liaison between the VPASR/VPUR and their direct reports, as well as the offices of the president, board of regents, general counsel, and other statewide university administrators. The EA will have a working knowledge of both government relations and public affairs and work directly with, and provide support to, the associate vice presidents and directors for each office. The EA arranges meetings and prepares agendas for the VPASR/VPUR direct reports. The EA exercises initiative to identify, collect and analyze information, background, and other details to prepare the VPASR/VPUR for meetings, speaking engagements, management and operational reviews, conferences, and other events. The EA confers with the VPASR/VPUR after meetings to discuss needed follow-up. The EA prepares notes, talking points, and visual presentations for speaking engagements. The EA assists in the preparation for meetings and exercises discretion in assembling materials for meetings. The EA will research, prepare, and edit internal and external presentations for the VPASR/VPUR. The EA analyzes, interprets, and applies applicable policies and regulations, assesses what information is needed, independently conducts research to collect information and materials, and briefs and advises the VPASR/VPUR regarding next steps The EA will also draft communications and decisions. The EA independently manages, organizes and prioritizes overall work effort for the VPASR/VPUR and balances competing interests and needs.
Coordinates the meetings of the State Committee for Research, which is co-chaired by the VPASR and the Lt Governor. The EA works with the staff of the Lt Governor and the University research leads to prepare agendas and schedule and arrange meetings.
Works closely with the executive officer for the Board of Regents’ to develop and prepare meeting agendas and materials from the VPASR/VPUR offices. The EA manages incoming BOR agenda requests for the VPASR/VPUR and ensures agenda preparation arrives via the appropriate channels and with complete and thorough justification and background.
Works with other staff in the President’s Suite to ensure office coverage in answering phones and meeting visitors. The EA serves as a backup executive assistant when other staff in the President’s suite are absent.

The University of Alaska Vice President for Academics, Students and Research and the Vice President for University Relations seek a motivated team member to provide executive assistance for the Vice Presidents and their reports and to supervise administrative staff. The successful candidate will also coordinate, organize and oversee projects, committee meetings and events and work with the Special Assistant to the UA President and the Executive Officer for the Board of Regents to develop meeting agendas and provide necessary materials and information to the President and Board.

KNOWLEDGE, SKILLS, ABILITIES:
  • Ability to maintain a high degree of professionalism and diplomacy in a rapidly changing, complex, time-pressured environment
  • Excellent communication skills, both oral and written
  • Demonstrated ability to manage complex, sensitive and varied situations
  • Ability to supervise administrative staff; plan, organize work, schedule diverse tasks, train and direct the work of others
  • Strong project management skills
  • Strong customer service skills
  • Ability to interpret and apply complex policies, rules, and regulations; familiarity with UA policies and procedures is preferred.
  • Ability to make responsible decisions
  • Working with confidential information regarding personnel and students
TYPICAL EXPERIENCE:
3-7 years working in education administration environment. Understanding of academic research standards and applicable regulations.
REQUIRED EDUCATION OR TRAINING: Bachelor’s degree or an equivalent combination of training and experience. Three years progressively responsible experience in Education Administration (or in a related field). Previous experience in the role of executive assistance and office management preferred.
SALARY INFORMATION: 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 79, 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 reviewed on a rolling basis until a successful candidate is identified. The first application review will occur on Monday, January 30, 2023. To ensure consideration, please apply by 11:55 PM, Alaska Standard Time on Sunday, January 29, 2023. Search and selection procedures will be closed when a sufficient and viable number of qualified candidates have been identified.

At this time, all university employees are strongly encouraged to vaccinate themselves against the COVID-19 virus. While the federal government is not actively enforcing its COVID-19 vaccine mandates, including its mandate requiring vaccination of federal contractor employees, UAF remains contractually obligated as a federal contractor to comply with those requirements should federal enforcement efforts recommence. As a result, UAF may adjust its vaccination requirements for covered UAF employees (currently Troth Yeddha’ campus and employees working in connection with certain federal contracts) at any time in the future, as needed, in order to comply with its contractual obligations.

*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.

 

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