Office Manager - Office of Rights, Compliance and Accountability

• Job No:
525757
• Classification:Administrative Specialist 2
• Grade:Grade 78
• Work type:On Campus, Staff Full-time
• Administrative Unit:University of Alaska Fairbanks
• School/Business unit:UAF Chancellor
• Location:Fairbanks
• Categories: Administrative/Personnel, Business/Accounting/Finance, Office/Clerical

Position Summary:
UAF's Office of Rights, Compliance and Accountability is seeking qualified individuals to fill the position of office manager. If you are detail oriented, enjoy being a part of a fast paced and dynamic environment and have a willingness to help the UAF community, please apply!

Duties:
1-60Office Support: -Responsible for day-to-day operation of the ORCA main office area such as greeting customers, answering phones, maintaining professional environment and opening and closing of the office while taking measures to ensure safety, confidentiality and security of file databases. -Assist all customers with location of basic ORCA reference forms and materials, appointments, and assist with general questions. -Handle and route mail and deliveries of both incoming and outgoing inter-campus mail and US mail, including special mailings. -Ensures appropriate staff are informed of visitors, messages or other matters needing their attention. -Maintain and schedule appointments on director's calendar, oversees maintenance of department calendar(s) and enters approved leave requests and special meetings/ events for the department. -May determine which visitors need to be seen by supervisor -Lead intake for the office -Will serve as assistant to the director providing a wide-range of support to the director. -Oversee special projects as needed -Proofread typed materials for grammatical and typographical errors (e.g., correspondence, reports, manuscripts, articles) -Compile information for routine reports, directories, course support, org charts, etc -Prepare brochures, newsletters, flyers, event schedules, marketing materials, and/or news releases for dissemination to internal/external audiences. May include proofreading/editing drafts, creating first drafts, using desktop publishing software to layout documents, and/or coordinating the printing/publishing/distribution process -Refer students to appropriate service centers to meet needs such as financial aid, tutorial support, testing services, academic advisors, and other support services -Produce, process, review, evaluate and maintain documents (e.g. applications, petitions, transcripts, test scores, and military academic records)Essential 2-30Office Management: -Train staff -Assign projects to staff as needed -May supervise lower level staff -Interview, hire, train, and evaluate the performance of assigned staff -Lead office recruitments as needed -Represent the department in matters as authorized -Represent supervisor at meetings to furnish or obtain information -May supervise or coordinate a specialized function -May develop internal processing or departmental procedures -Participate in preparation of unit budget projections, plans, and tracking -Make recommendations on budget allocation decisions -Manage all aspects of office supplies and purchases, validate shipped items and reconcile with order. Track and renew memberships, subscriptions and keep current all federally mandated postings and signs such as the nondiscrimination statement. -Coordinate travel and accommodation -Arrangements for department staff in conjunction with the signers' business office. -Prepare travel packets for department employees. Gather and submit receipts to the business office for travel reimbursement. -Responsible for department procard and reconciliation -Recommend process improvements to systems and procedures. -May serve as signature authority -Maintain and develop routine web pages -May make recommendations to department policy, procedures, and strategic planning.Essential 3-10Case Management, Reporting, & Records Management: -Assist with maintenance and organization of general departmental files, case logs, monthly and full file reports. -Help with management of Maxient system -Assist with training compliance tracking across the university (TIX and CSA) -Oversee all personnel files are maintained in an audit-ready status and are able to be readily pulled and prepped in response to the numerous internal, external and spot audits. -Serve as lead on process only Maxient cases to include; Student Employee Waivers, Non-medical religious exemptions, general process request needs -Adhere to FERPA regulations and confidentiality procedures

Knowledge, Skills, Abilities:

• Strong customer service skills.

• Ability to maintain confidentiality and respect privacy of students, employees, visitors and when otherwise required.

• Excellent organizational, verbal and written communication skills.

• Ability to operate and trouble-shoot standard office equipment, including multi-line telephone system.

• Proficient use of office desktop computer and common PC office software: word processing,
spreadsheet, database, email, and internet.

• Knowledge of advanced computer programs and operations.

• Highly skilled with the creation, labeling, maintenance and retention of paper and electronic filing systems, file security and retention schedules.

• Must be a self-motivated with strong ethical standards.

• Ability to adapt to ever changing circumstances and prioritize workload in a stressful environment with frequent interruptions and high workload.

• Ability to determine the need, urgency, and priority of visitors and callers, while continuing regular tasks.

• Ability to maintain a calm demeanor in difficult and emotional situations.

• Ability to employ sound judgement and effective communication is an essential part of the position

Preferred Experience & Education:
2-3 years administrative experience or experience working in a professional setting; paralegal experience would be appropriate but not required

Required Experience & Education:

• At least two years in an office setting, with successful experience maintaining confidential files, and/or serving as receptionist or front office contact.

• At least one year of experience researching and maintaining information in an electronic filing and/ or accounting system.

• At least two years experience working in an office handling highly confidential and emotional situations.
Refers to the interpretation of and diversity of rules and regulations (e.g. Buckley Amendment (FERPA), Federal, State and University regulations, Title IV of the Federal Code of Regulations, INS (SEVIS) Veterans Administration Rules and regulations, state statutes and laws, professional organization standards and CAS standards). Complexity increases as the application, interpretation, and frequency of working with these rules and regulations increases. Complex positions require specialized training and knowledge to perform as a specialist or expert resource. Complexity also increases as positions supervise more diverse functional areas.

Salary Information:

This is a full-time, non-exempt staff position with 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 78, based on education and experience.

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 September 28, 2023 and continue until a successful candidate has been identified.

*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 affirmative action/equal opportunity employer, educational institution and provider 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 Bridget Thimsen, SBO Sr. HR Coordinator, at mailto:bmthimsen@alaska.edu or 907-474-5979.

Applications Close: Open until filled

To apply, visit: https://apptrkr.com/4621532

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