Assistant to the Director - ACEP

• Job No:
525749
• Classification:Administrative Specialist 2
• Grade:Grade 78
• Work type:On Campus, Staff Full-time
• Administrative Unit:University of Alaska Fairbanks
• School/Business unit:UAF AK Center for Energy & Power
• Location:Fairbanks
• Categories: Administrative/Personnel, Business/Accounting/Finance, Office/Clerical, Research/Science/Grants

Position Summary:
The Alaska Center for Energy and Power (ACEP) seeks an organized, flexible, and detailed-oriented Assistant to the Director to join our expanding team. The position is crucial in providing administrative in-person support to our growing research programs. In this position, you will work closely with the leadership team and UAF administration. If you are interested in joining a team that is leading the way in energy solutions for Alaska and beyond in a fun, dynamic, and supportive atmosphere we encourage you to apply!

Duties:
10Fiscal Support: Execute the required paperwork and internal purchase requests, purchasing and representational allowance documents for meetings, tours, and events. Serve as the back-up to the ACEP Fiscal Technician. This may include processing departmental deposits and maintaining records of deposits, entering accounts receivables, entering electronic work orders, reconciling ProCard purchases, and entering purchasing requisitions.Essential 15Office Management: Manage and assign reception duties to the front desk student assistant. Serve as back-up for ACEP reception duties. Answer, screen, and forward incoming phone calls. Receive and sort daily mail and packages, including coordinating with UAF Central Receiving for equipment deliveries. Supervise Student Assistant(s) and Temporary employees including providing training and oversight of daily work. Supervision will include hiring, training, motivation, delegating responsibility, work review, performance evaluation, and discipline. Maintain documentation for the ACEP wiki pages (desk manuals) for reception and administrative functions of the position. Provide excellent customer service and have excellent communication skills, a friendly and professional demeanor, and the ability to multi-task in a fast-paced environment.Essential 20Internal Communication Management: Coordinate communication with ACEP leadership and research teams, internally and across UAF departments, organizational partners, and business entities to help move event strategies forward. Build and maintain strong working relationships among peer institutes, the Vice Chancellor for Research administrative team, UAF Colleges and Schools, and external partners.Essential 55Administrative Coordination: This is an advanced level position distinguished by significant latitude to determine methods of performing the work, using judgment, and setting priorities for a wide variety of services to the Alaska Center for Energy and Power (ACEP) Director, staff, faculty and researchers. This position is the key coordinator of in person day-to-day operations requiring independence, judgment, and initiative in determining ACEP's needs, in prioritizing and organizing work, and in determining the appropriate action to be taken. Provide executive administrative support to the ACEP Director. Coordinate the planning and execution of scheduling daily meetings for the ACEP Director. Develop and implement meeting and event strategies, make arrangements including room reservations, provide technology-related support and reporting/note taking, as needed. Facilitate planning for laboratory tours, special events, symposiums, workshops, conferences and lectures including the purchase of food and parking, as needed. Develop event agendas in coordination with the ACEP team and visitors including industry, communities and agency partners. Attend in-person events as required. Manage abstract collection and ultimately coordination of proceedings or report publications. Track critical projects and take appropriate steps to ensure deadlines are met and necessary action occurs. Ensure the Director's deadlines and objectives are met, and that materials requested by the Director, and supporting project deliverables, are received in a timely manner, issuing reminders as necessary. Prepare correspondence, reports, and other documents as required, collecting and distributing materials supporting targeted research in key emerging energy technology areas. Coordinate time sensitive requests and initiatives involving ACEP researchers, the UAF community, and the external community including national and international agencies, industry partners, research institutes, government officials, and congressional representatives. Coordinate and provide support for the administrative functions and activities of the Director. Recognize, establish, and communicate priorities, serve as point of contact/liaison, act as an interface between UA statewide administration and UAF administration. In coordination with the ACEP Executive Officer, resolve, or appropriately redirect inquiries from the UA, UAF, Alaskan community, and general public. Act on initiative regarding an unpredictable range of daily activities. Use discretion, analytical thinking, problem solving skills, and resourcefulness to reach and or suggest solutions to problems. Manage the flow of all documents requiring the Director's attention, review and signature in coordination with the ACEP Executive Officer. Provide advance review of sensitive documents; draft correspondence and take meeting minutes/notes as required.Essential
Alaska Center for Energy and Power:

The Alaska Center for Energy and Power (ACEP) is a research-driven organization at the University of Alaska Fairbanks. The university offers an attractive work environment and strong benefits including retirement and health insurance, generous leave policies, and tuition waivers for UAF courses. ACEP is committed to equity, inclusion, and accountability and values the open sharing of different perspectives. We support a respectful and welcoming environment and a commitment to serving Alaska and Alaskans with strong applied science. Career growth and professional development are expected and encouraged.

As a public, regional, comprehensive university, UAF is committed to building a culturally diverse and inclusive organization and strongly encourages women, minorities, members from marginalized communities, individuals with disabilities, and veterans to apply.

Knowledge, Skills, Abilities:
Excellent interpersonal skills and ability to maintain diplomacy and discretion.

Ability to manage and lead in a specialized administrative area and effectively communicate with diverse stakeholders.

Strong interpersonal skills and the ability to build and maintain relationships with key stakeholders. Ability to work independently and demonstrate strong analytical and problem solving skills.

Ability to self-direct training.

Ability to analyze and manage data.

Attention to detail and follow-up, yet maintain the ability to switch focus from the current task to address another aspect of the project that needs immediate attention.

Excellent organizational skills.

Strong writing and communication skills.

Expert familiarity with PC/MAC operating systems and software programs such as Excel, Word, Powerpoint, and interactive planning applications such as Google Suite, Slack, etc.

Ability to work autonomously within the context of broader ACEP programs.

Knowledge of payroll and personnel procedures, rules, and regulations.

General Account skills and knowledge of university business procedures.

Ability to supervise or manage student and temporary employees.

Ability to manage several projects at the same time.

Effective oral and written communication skills.

Excellent customer service skills. Demonstrated ability to deal tactfully and effectively with the general public and outside entities on a continual basis while maintaining confidentiality of information, and maintain effective and harmonious working relationships with other employees. Customer contact for this position is extensive.

This position will often require lifting in preparation for meetings (moving tables, delivering meeting materials, and setting up A/V equipment).

Knowledge of technology required to host virtual or hybrid events, including but not limited to Zoom, Facebook Live, etc.
A philosophy of teamwork, respect, and willingness to invest the effort required to convene successful events.

Ability to navigate multiple perspectives, visions, and needs to create cohesive events.

Preferred Experience & Education:
Preferred: Experience in an environment related to research or a sciences field. Professional experience in a non-profit, governmental or higher education field.

Required Experience & Education:
Associate's degree and two years progressively responsible experience or an equivalent combination of training and experience.

Salary Information:

This is a full-time, 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/benefits/compensation/files/fy24_staff_salary_grid.pdf, Grade 00_78, based on education and experience.

Special Instructions to Applicants:

This position will be physically located at the UAF campus in Fairbanks, Alaska. The successful finalist will be expected to report to duty at the UAF office on the first day of employment.

To ensure consideration, please apply prior to the review date. Applicants must be legally eligible for unrestricted employment to work in the U.S. No work visas will be sponsored for this position.

To apply for this position, please provide a cover letter, resume, and contact information for three professional references with your application.

Applications will be reviewed on a rolling basis until a successful candidate is identified.

Review of application materials will begin immediately. Search and selection procedures will be closed when a sufficient and viable number of qualified candidates have been identified

This position is a term-funded position and is reviewed annually for contract renewal at the University's discretion.

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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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UA is an affirmative action/equal opportunity employer, educational institution and provider and prohibits illegal discrimination against any individual: http://www.alaska.edu/nondiscrimination.

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The successful applicant is required to complete a background check. Any offer of employment is contingent on the background check.

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Your application for employment with the University of Alaska is subject to public disclosure under the Alaska Public Records Act.

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If you have any questions regarding this position, please contact Cassandra Ellis, Human Resources Coordinator, Alaska Center for Energy and Power, at mailto:caellis5@alaska.edu or 907-474-5986.
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Applications Close: Open until filled

To apply, visit: https://apptrkr.com/4611420

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