Executive Assistant to the Dean of Academic Affairs

REPORTS TO: Dean of Academic Affairs

WORK SCHEDULE: Monday through Friday 8:30am - 5:00pm

COMPENSATION: $74,680.58/year + DOE + Benefits, Exempt Regular Full-Time Position

CLOSING DATE: Until Filled

Ilisagvik College is rooted in the ancestral homeland of the Iñupiat. As an institution, we are “Unapologetically Iñupiaq.” This means exercising the sovereign inherent freedom to educate our community through and supported by our Iñupiaq worldview, values, knowledge, and protocols. The Iñupiaq way of life is woven into our curriculum, programs, activities, and daily interactions within Ilisagvik College and our community partners.

SUMMARY OF 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.

ESSENTIAL DUTIES AND 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.

KNOWLEDGE/SKILLS/ABILITIES:

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.

EDUCATION/CERTIFICATES/EXPERIENCE [Required]:

Associate’s Degree in business, management, office technology, administration or related.

Five years demonstrated administrative office experience.

One year demonstrated budget experience.

EDUCATION/CERTIFICATES/TRAINING [Preferred]:

Bachelor’s degree or equivalent.

Valid driver’s license.

PHYSICAL REQUIREMENTS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is required to sit, stand, walk, use hands to finger, handle or feel objects, tools, controls, and reach with hands and arms. The employee is frequently required to stoop, kneel, crouch, or crawl and talk and hear; The employee is occasionally required to climb or balance, and may occasionally drive a vehicle. The employee must be able to lift and/or move up to 40 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

ENVIRONMENTAL CONDITIONS: The environmental conditions described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and the employee is regularly required to work indoors with a usually moderate noise level in the work environment.

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. 

If any questions, please contact [email protected]

Ilisagvik College is a Drug Free Workplace and Equal Opportunity Employer