Coordinator to the Offices of the President and Board of Regents
The offices of the President and Board of Regents are looking for a detail-oriented individual who excels at multi-tasking to join the team as the office coordinator. This position provides support to both offices, including event logistics, travel coordination, and fiscal technician duties. This is an excellent opportunity for someone interested in learning more about the university system, its leadership and administrative structure.
Duties:Fiscal Technician Serves as the fiscal technician for the offices of the President and the Board of Regents (BOR) to ensure the procurement and budgetary affairs of the two offices are in order. Recognizes when work orders and purchases are necessary for the smooth operation of the two offices and the President's Suite common areas. Works with state, grant and private funds within the two office budgets. Frequently researches past expenditures, investigates questionable invoicing, and provides other procurement and budgetary historical data. Complies with procurement procedures. Maintains office supply inventory. Recognizes the requirement for and generates and processes representational allowances. In coordination with the executive assistant to the president, continually monitors the president's calendar to coordinate and secure logistical arrangements for the president's travel. Prepares travel authorizations, expense reports, updates calendars with appropriate details and accurately records travel expenses on the president's executive travel report. Also coordinates university-related travel for the president's spouse and the executive assistant. Initiates travel authorizations for regents' travel and prepares regents' travel expense reports. Coordinates and secures logistical arrangements for BOR and Video Conferencing Services staff (for BOR meetings) travel, including the processing of travel authorizations and travel expense reports.
Office Coordinator Serves as the first point of contact for callers and visitors to the President's Suite, often handling difficult and sensitive situations. Serves as liaison to the offices of the President and Board of Regents. Ensures the timely flow of communications to/from the offices of the President and Board of Regents, including managing the departmental email accounts and incoming mail and deliveries, using judgment to appropriately distribute materials. Structures, edits and formats letters, memorandums, communication pieces, and presentations. Applies regents' policies, UA regulations, and Alaska statute 14.40 in the performance of responsibilities; subject matter resource for internal and external constituencies. Takes initiative to manage the archives of both offices. Troubleshoots technology and equipment problems.
Specific to Board of Regents' (BOR) Office: Provides high level, professional administrative and operational support to the BOR Office, working closely with the executive officer and the regents. Functions as a confidential advisor to and supporter of the executive officer. Exercises initiative to research and collect information in preparation for reports, meetings, conferences and special events. Provides review and edit expertise for technical correctness, clarity, and tone regarding agendas, correspondence, informational items, and documents used in legal cases. Confers with the executive officer after meetings to discuss needed follow-up. In the absence of the executive officer, serves as primary support to the BOR. Provides planning, support to, and participates in the regents' meetings, retreats and special events. Organizes logistics, including meeting rooms, technical needs, catering, travel accommodations, security and safety. Strategizes coordination of activities and handles atmospherics on issues while being cognizant of political and personal situations. Anticipates and assists with regent needs. Organizes and maintains the BOR website, ensuring it is current and accurate.
Specific to the President's Office: Provides high level, professional administrative and operational support to the President's Office, working closely with, and reporting directly to, the executive assistant to the president. Makes informed decisions in responding to inquiries, referring issues to the executive assistant when appropriate. Assists in the management of the president's detailed calendar. In the absence of the executive assistant, serves as the primary support to the president. Coordinates complicated logistics for president's meetings (including ad hoc work groups and task forces) and events, including but not limited to catering, room reservations/setup, and video/audio conferencing needs. Serves as building coordinator for the Schaible House (president’s residence).
KNOWLEDGE, SKILLS, ABILITIES:
- Excellent administrative assistant skills, including the ability to successfully perform and function efficiently and accurately in a demanding, high pressure, fast-paced and confidential executive office environment.
- Good leadership and diplomacy.
- Excellent judgment, prioritization, problem-solving, decision-making, conflict resolution, analytical and critical thinking, organizational, time management, and oral and written communication skills.
- Initiative to draft responsive communications when the circumstances warrant, and research and collect materials efficiently.
- Ability to successfully work independently with little supervision, as well as part of a collaborative team.
- Ability to maintain strict confidentiality.
- Good working knowledge of procurement, travel and fiscal procedures.
- Excellent planning skills.
- Proficiency with computer equipment and various programs, including Microsoft Office and Adobe Professional.
- Ability to troubleshoot technology and equipment problems.
Other special skills/knowledge needed:
Valid driver's license. Flexibility to travel to and from Board of Regents' meetings if/when necessary.
Preferred knowledge, skills or abilities:
Experience working in higher education. Familiarity with laws and regulations applicable to higher education and legislative and executive branches of state and federal government that affect UA. Good understanding of strategic planning, capital and operating budgets. Experience serving as administrative support to boards or committees and creating agenda materials. Knowledge of parliamentary procedure. Proficiency with Banner, web content management systems and Google Applications.
Fiscal forecasting, Departmental expenditures. Uses judgment, research, tact, and insight for logistical planning and sensitive issues affecting the office of the President and the Board of Regents, and UA. Daily prioritization of time-sensitive workload.
TYPICAL EXPERIENCE:3 years of work experience that includes fiscal, administrative assistance and event planning in a professional office environment. REQUIRED EDUCATION OR TRAINING:
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.
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.
Incomplete applications will not be considered. References and their contact info are required at the time of submission. To apply, submit your application through the UA Careers site, JOB NUMBER: 521798.
The review process for applications will be begin on October 10th, 2022. Position will remain open until filled.
CLASSIFICATION: Administrative Specialist 2
GRADE: Grade 78
WORK TYPE: On Campus, Staff Full-time
ADMINISTRATIVE UNIT: University of Alaska Statewide
SCHOOL/BUSINESS UNIT: President's Office 4
CATEGORIES: Administrative/Personnel, Office/Clerical
*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 AA/EO employer and educational institution 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.
If you have any questions regarding this position, please contact University of Alaska HR at 907-450-8200.