Office Manager - Office of Grants & Contracts Administration

• Job No:
524599
• Classification:Administrative Specialist 2
• Grade:Grade 78
• Work type:On Campus, Staff Full-time
• Administrative Unit:University of Alaska Fairbanks
• School/Business unit:UAF Financial Services
• Location:Fairbanks
• Categories: Administrative/Personnel, Business/Accounting/Finance, Office/Clerical

Position Summary:
The University of Alaska Fairbanks is inviting applications for the position of Office Manager for the Office of Grants and Contracts Administration (OGCA). This position is located in Fairbanks, Alaska and includes in person work, although one day of remote work per week may be arranged. THIS RECRUITMENT IS OPEN INTERNALLY TO CURRENT UA EMPLOYEES OR THOSE OTHERWISE ELIGIBLE TO APPLY TO INTERNAL POSTINGS.

Duties:
1-40Administrative Support: Under the direction of the Director, Office of Grants and Contracts Administration (OGCA), perform a wide variety of complex administrative and support duties requiring considerable independence and discretion to relieve the Director of a variety of routine administrative details. Manage the calendar of the Director with an exceptional level of detail while anticipating needs and preferences of the Director; keep the Director informed of appointments, priorities, and deadlines through multiple channels and in a timely and efficient manner. Maintain calendar of activities, meetings, and various events for office staff, coordinate activities and meetings with multiple departments, the public, and outside agencies. Compose a variety of documents and forms including reports, correspondences, memorandums, meeting agendas, legal documents, and other specialized materials from rough draft, dictation, modified standard formats, and brief verbal instruction. Proofread, verify, and review a variety of material and reports for accuracy, completeness, and conformance with established standards, regulations, policies, and procedures; ensure materials are accurate and complete. Manage effort report certification for all UAF, ensuring compliance with Uniform Guidance and Federal Agency standards. Receive, open, and distribute correspondence and email; identify and refer matters in order of priority; independently resolve issues of less complex nature. Assist with tracking all OGCA awards and requests. Assist with the creation of standard OGCA forms. Plan, organize work activities; recommend improvements to work flow, procedures, and the use of equipment and forms; implement improvements as approved; develop, revise, and maintain master documents. Monitor office inventories of supplies and materials; prepare purchase requests and requests for payment. Organize and manage complex and confidential filing system in the OGCA Office. Perform related duties as assigned.Essential 2-30Communications and Outreach/Public Relations: Serve as liaison between the OGCA Office and the general public, staff, students, outside groups, and agencies. Provide general and specialized information and assistance that requires use of judgment, tact, and sensitivity and the interpretation of policies, rules, and procedures. Independently resolve complaints, explain programs, procedures, policies, and activities related to the OGCA Office. Integrate, maintain, and advocate for research mission and university initiatives. Represent the office to the public; work closely with faculty, staff, students, advisory councils, and university administration in accomplishing the unit goals. Assist the OGCA Director in the creation and implementation of effective long-range and strategic plans as it relates to research.Essential 3-20Complex Meetings and Event Coordination: Manage and coordinate meetings for committees, groups, and outside agencies; prepare and distribute agenda packets and correspondence; attend meetings and take, transcribe, and ensure proper distribution of minutes and verbatim transcripts. Coordinate and oversee complex and large special projects, audits; monitor event deadlines and timelines. Technical Support: Create, organize, update, and maintain computer-based tracking systems such as databases and statistical spreadsheets used to track, maintain, and present data. Gather and synthesize a variety of statistical and financial data; prepare routine and non-routine administrative reports that require the analysis and interpretation of data; develop, format, and revise technical and statistical charts, graphs, and flowcharts using powerpoint presentation software for the OGCA Director's use in presenting information. Design and produce newsletters, brochures, technical handouts, and other specialized documents using desktop publishing software and other computer applications. Web Content Management: Maintain and update OGCA Office website using Roxen/Drupel or other university supported systemEssential 4-10Supervisory: Hire, train, evaluate performance and initiate corrective action of temporary office/ student employees. Ensure schedules meet the need of the office to maintain a high standard of customer service and workflow. Provide training, work direction, and guidance to others as assigned.

Knowledge, Skills, Abilities:
Establish and maintain effective working relationships with university & community representatives, to maintain composure during stressful events, to adapt to and manage multiple tasks, shifting deadlines and priorities while remaining flexible and positive.

Ability to use discretion and independent judgment in performing major duties; and perform work independently in an organized, efficient and professional manner.

Ability to comprehend, interpret and apply written material such as policies and regulations, and other resource materials.

Ability to meet deadlines and objectives with minimal supervision.

Excellent verbal and written presentation skills, advanced computer skills and intermediate
understanding of web-based content in communications.

Excellent interpersonal skills to include tact and diplomacy; employee supervision skills; presentation skills.

The position must maintain and possess the highest level of confidentiality on all matters relating to the OGCA matters. The incumbent will manage the day-to-day office functions and ensure an organized and effective workflow. The employee must present a professional and competent image of the university, and provide advanced communication, administrative, computer, and coordination skills.

Required Experience & Education:
Bachelor's degree in business; public administration; or equivalent combination of training and experience (organization theory and experience in organization management, human/labor relations, or administration).

Valid Driver's License.

Demonstrated executive assistant experience acquired through progressively more responsible experience; typically 4 to 5 years.

Salary Information:

This is a full-time, 12-month, non-exempt staff position complete with both a competitive salary and https://alaska.edu/jobs/benefits.php. New hires will be placed on the https://www.alaska.edu/hr/talent/files/fy23-salary-schedules/FY23_A4_Staff-Salary-Grid_com-Hrly-bi-ann_w-desc-rpt.pdf, Grade 78, based on education and experience. UA provides a generous compensation package that includes excellent benefits including retirement options, annual leave, 12 paid holidays per year, tuition waivers for employees and family members, and medical, dental and vision care coverage options.

Special Instructions to Applicants:

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

The review process for applications will begin on Tuesday, May 30, 2023. To ensure your application is considered, please apply by 11:55 pm Alaska Standard Time, on Monday, May 29, 2023.

This recruitment is open internally to current UA employees or those otherwise eligible to apply to internal postings.

*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: http://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 Lee Ann Amerson, Office of Grants and Contracts Administration HR Coordinator, at lamerson@alaska.edu or (907) 474-6664.

Applications Close: Open until filled

To apply, visit: https://apptrkr.com/4198303

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