Executive Assistant to the Dean of Academic Affairs

Ilisagvik College • Utqiaġvik, AK

1d • $74,681 • Onsite

About The Position

The Executive Assistant to the Dean of Academic Affairs provides administrative support for the Dean of Academic Affairs, Associate Dean, and faculty members, including managing Academic Affairs’ documents, correspondence, internal and external communications, course scheduling support, managing department purchasing, contract preparation, supply maintenance and more.

Requirements

• Demonstrated computer skills in word processing, spreadsheets, databases, and internet research (Microsoft 365, Google Drive).
• Ability to simultaneously handle multiple projects and meeting changing priorities and deadlines.
• Self-starter with the ability to perform with minimal supervision.
• Ability to maintain strict confidentiality at all times and abide by FERPA.
• Strong interpersonal, communication, and customer service skills.
• Strong organizational, administrative, and professional skills.
• Regular, prompt, and reliable attendance.
• Demonstrated ability to interact effectively in a multicultural environment.
• Ability to pass a pre-employment background check.
• Demonstrated knowledge in one or more of the following areas: post-secondary educational systems, North Slope Borough [NSB] institutions and organizations; Iñupiat culture, language, values, and traditions.
• Ability to interpret and represent North Slope community values, customs, and beliefs for the College.
• Ability to interpret and represent College actions and western institutions to the North Slope community.
• Ability to support Iḷisaġvik College’s mission.
• Associate’s Degree in business, management, office technology, administration or related.
• Five years demonstrated administrative office experience.
• One year demonstrated budget experience.

Nice To Haves

• Bachelor’s degree or equivalent.
• Valid driver’s license.

Responsibilities

• Coordinates general communication and maintains all department records.
• Develops and provides reports, publications, and research, as requested.
• Maintains annual departmental and assessment files.
• Under the direction of the Dean of Academic Affairs, manages and maintains records for accreditation review as required for accreditation, including:
• Student evaluation forms each semester for all Iḷisaġvik courses offered.
• Regular and Adjunct faculty credentials, vitae files, and evaluations.
• Course outlines and syllabi for all past and present Iḷisaġvik courses offered.
• Assists in preparation and filing of documents with state, federal, and local governmental agencies in accordance with regulatory requirements, including grants, contracts, compacts, MOAs and other documents.
• Prepares correspondences and reports, screens calls, reviews mail and schedules appointments/meetings for the Dean of Academic Affairs and Associate Dean of Academic Affairs.
• Produces, manages, and monitors publication and posting for course schedules.
• Processes supply and equipment orders for academic and vocational education programs.
• Processes payments for outstanding invoices, membership renewals, conference registration for all divisions.
• Prepares travel authorizations for faculty, Dean, Associate Dean, and other division staff.
• Assists the Dean and Associate Dean in the review of all division timesheets, personnel requisitions, and personnel action forms.
• Assists faculty and adjuncts with administrative needs: contracts, compensation, timesheets, EMPOWER (Student Information System), and MyCampus (Learning Management System).
• Assists with administrative matters, including policies, procedures, data gathering and management, budget and instructional support.
• Schedules and attends meetings and maintains current reports/minutes of organizational meetings (Ex: Dean’s Council, Academic Council).
• Assists in the development and facilitation of community, large, and small group presentations.
• Facilitates communication between students, faculty and other departments, as well as with external partners, as assigned by the Dean.
• Assists Workforce Development with contracts and provides other administrative support when needed (such as TVEP data entry).
• May be called upon to facilitate special projects to include event planning and coordination.
• Maintains updated Academic Affairs Office manuals and Department SOPs.
• Works with the Registrar on academic processes and procedures and serves as backup for Registration when needed.
• Complies with College policies, procedures and administrative directives, as well as state, federal, and local laws, regulations, and ordinances.
• Performs other related duties as assigned.

Benefits

• Leave - 16 paid holidays and up to 36 days of paid leave
• Retirement - Ilisagvik College is a public employer whose employees contribute to the State of Alaska, Public Employees Retirement System.
• Health Insurance - Ilisagvik College is self-insured and Meritain Health is the health insurance third party administrator. Ilisagvik College offers health insurance to our employees with a no cost premium, and $50/pay period for each additional dependent and a low cost annual deductible of $200 for employee only and $600 for family.
• Life Insurance - Ilisagvik College offers Life Insurance and Accidental Death & Dismemberment coverage through Guardian Life to employees at no cost to the employee in the amount of $100,000/per benefit.
• Additional supplemental or voluntary retirement, life insurance, disability benefits offered.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree
• Number of Employees: 101-250 employees