Dean's Office Manager - College of Natural Science and Mathematics
Job posting number: #7100418
Posted: May 19, 2022
Application Deadline: Open Until Filled
Job DescriptionPosition Summary:
UAF seeks applicants for the College of Natural Science and Mathematics (CNSM) Dean's Office Manager. The successful applicant will report to the Dean of CNSM and the Executive Officer to maintain a friendly, organized office.
Assistant to the dean: First point of contact for persons contacting the dean. Serve as key liaison for the CNSM Dean’s office with CNSM units, students, the university, and external constituencies. Promote a positive environment in the Dean’s Office. Filter direct access to the dean. Act on own initiative to unpredictable range of daily activities involving faculty, staff, students and the public. use discretion, analytical and problem-solving skills, and resourcefulness to reach solutions. Direct inquiries as appropriate, initiate correspondence, take appropriate action and follow through. Establish and maintain calendars and schedules for the dean, associate dean, executive officer, and fiscal officer. Manage extensive written, electronic, and oral communication for the Dean’s Office. Manage the flow of all documents requiring the dean’s attention, review, and signature. Provide advance review of sensitive documents; draft correspondence; track critical projects ensuring deadlines are met and necessary action occurs. Provide complex administrative support for Dean’s Office management staff including special projects, report generation and statistical gathering. Keep dean and executive management team apprised of emerging issues. Assist with donor stewardship activities. Coordinate dean’s response to student academic matters such as appeals, petitions, probation and honors letters, etc. Coordinate the downloading and dissemination of the student opinions of instruction using BLUE. College liaison for CourseLeaf processes. Provide administrative support for executive committees chaired by the dean. Interface with Central Travel Office to arrange travel for the dean.Office Management and Fiscal Responsibilities Manage the dean’s office non-salary budget in identified organizational codes. Process honoraria and fellowship payments. Custodian for ProCard courtesy cards, department ProCard, and FedEx account. Act as petty cashier for the college, maintaining accurate balance to ensure correct reimbursement to purchasers and to the account. Reconcile ProCards. Process JVs and other procedures at the direction of the Fiscal Officer. Back up to business office fiscal technician. Manage the affairs of a busy academic office. Maintain the dean’s office and storage space. Maintain general office equipment such as copiers, fax machines, and hand tools. Schedule shredder maintenance, mail distribution. Responsible for inventory of equipment purchased for the college. Maintain Runcorn Conference Room schedule and equipment check out. Monitor and maintain inventory of office supplies and purchase supplies, as needed. Research best possible price and shipping to purchase supplies and equipment. Prepare purchase requisitions. Receive and verify receipt of all goods and services against internal requisition form, packing slips and invoices. Maintain copy pool logs, paper, and toner logs. Coordinate special events for the dean and assist in college-wide events: arrange facilities, catering, and advertising. Plan and manage special projects as delegated by the dean or executive officer. Serve as back up building coordinator: report building issues or enter e-WORFs, as needed. Oversee procurement of office water and other supplies. Supervise student assistant as necessary. Serve as liaison to the Office of the Provost as well as other departments; represent CNSM on committees. Work with college PIO to assist in web site maintenance and updates, as well as relevant social media accounts. Assist other staff, as needed. Participate in staff development and attend training sessions to upgrade and maintain currency in job skills and university practices/procedures.Faculty Services: Provide faculty support services to include coordinating the workload and annual evaluation processes for the dean. Support the dean’s efforts to conduct processes within the university and collective bargaining agreement guidelines and timeline. Communicate with faculty about these processes. Workload process: collect, track, review, and process documents for signature. File completed documents. Schedule meetings with department chairs and directors. Coordinate the collection of data for reports. Annual Evaluation: download reports from Faculty 180 to internal drives; assist dean with process, schedule meetings with faculty, chairs, and directors; review documents for accuracy and load in DocuSign for signature; file completed documents. Collect data and input to various sheets. Assist dean and executive officer with promotion, tenure, 4th year review, post-tenure review and sabbatical leave processes. Back up to executive officer in faculty-related matters and files. Coordinate CNSM department chair and UAF Faculty Senate Elections.Records Management Maintain confidential files for the dean’s office, creating new filing systems as required. Organize and maintain filing systems and records keeping files up to date. Enter and retrieve records and reports. Maintain official academic record for each faculty member. Understand university records retention and follow through on proper storage and handling of confidential records and arrangement for proper disposal of paper files no longer needed.
CNSM is seeking a dynamic individual to serve as the assistant to the dean/office manager and administrative support to the executive staff in an action packed and fast paced office setting. The successful applicant will be flexible, able to handle multiple tasks and be able to anticipate needs, proactively taking care of situations and issues. We seek an individual who is able to work with a diverse workforce, and maintain a friendly, organized office space. This position is 24 pay periods per year (11 months).