Alaska Center for Energy and Power, Deputy Director of Operations

Location
Fairbanks, Alaska
Posted
05 Jun 2019
End of advertisement period
05 Aug 2019
Ref
512662
Contract Type
Permanent
Hours
Full Time

Classification:
Administrative Management 3
Grade:
Grade 82
Work type:
Staff Full-time
Administrative Unit:
University of Alaska Fairbanks
School/Business unit:
College of Engineering & Mines
Location:
Fairbanks
Categories:
Administrative/Personnel

Position Summary:

The Alaska Center for Energy and Power is hiring a Deputy Director of Operations: This position provides oversight for the daily operations of the unit, including responsibility for supervision and management of all financial, human resources, and administrative activities associated with successful program operations. The ideal candidate for this position must possess strong oral and written communication skills, be able to think strategically, and have excellent decision-making skills. This position will also be responsible for assisting the ACEP Executive Director with day to day office operations, budget planning, and supervision of personnel.

Duties:

Ensure ACEP is in compliance with UAF policy and procedures. Ensure ACEP is in compliance with all UA policies and regulations, including tracking and enforcing ACEP staff compliance with any required training and managing contracts and partnership agreements. Develops internal policies and procedures and communicates these to the team as needed. Receive confidential personnel-related information from the ACEP Director or Deputy Director and relays it to appropriate UAF Human Resources Director, General Counsel, Center Directors, Program Chair(s), Human Resources Coordinator in order to communicate a problem and obtain information for the ACEP leadership pertaining to university policy. Uses professional tact and judgement, maintaining discretion and confidentiality in dealing with the public, University faculty, staff and administrators. Act on own initiative regarding unpredictable range of daily activities involving ACEP faculty, staff and students. Uses discretion, and applies appropriate UA policies, rules and regulations to situations and issues as they arise. Is resourceful as necessary to reach solutions to problems prior to elevation of issues to the Director. Duties include direct calls and inquiries, initiating correspondence, initiating appropriate actions and follow through.

Provides fiscal oversight for ACEP, including development and management of overall financial plans in coordination with the Executive Director, and management of ACEP’s recharge/enterprise center. Responsible for overall budget development, administration and reporting for a major UAF research center. Oversees business aspects of restricted support; interprets contract terms/conditions and federal/state/foreign regulations; employs contract provisions; and negotiates contracts and agreements with external organizations, including multi-million dollar agreements. Monitors and ensures compliance with internal/external funding/reporting requirements, develops/prepares reports; responds to issues/concerns, provides source documentation; and develops ACEP procedures. Manages, prepares and creates financial reports on a monthly, quarterly, and annual basis to include income statements, revenue and expenditure forecasting and trend analysis. Prepares variance reports and leads management team to revise budget projections throughout the year as necessary. Prepares annual budgets including projecting expenditures, payroll and revenues including indirect cost recovery. Develops and creates ad hoc finance reports/cost projections for management and internal/external agencies, and funding sources. Prepares all budget revisions as needed. Understands and proactively provides director, deputy directors, program managers and PI's with essential resources to execute programs and projects. Creates and manages program and project management support tools to ensure compliance with contractual obligations. Oversees/Collaborates with the grant manager to provide financial reporting on a monthly or quarterly basis to track progress and ensures project expenditures are accurate and appropriate. Meets regularly with program and project PI's to understand and facilitate needs. Streamlines processes as appropriate to facilitate execution of research. Works with research program managers and PI's to troubleshoot issues as necessary. Manages the budget as well external and internal contracts for ACEP’s enterprise/recharge center.

ACEP operates its Tanana River Test Site and the Power Systems Integration Lab as cost recovery centers (recharge centers). ACEP also occasionally contracts with external entities through its Enterprise Center. The Enterprise Center is intended as a streamlined contracting vehicle to provide services to commercial sector clients. The Director of Operations is responsible for contracting and ensuring contracts are compliant with applicable regulations.

Business Office Management - Manages day-to-day operations for ACEP including staff, communications, space and facilities, equipment, and supplies. Provides oversight and leadership for a busy research unit, including direct supervision of business office and communications/outreach staff and secondary supervision of research staff to manage workloads and assignments to projects based on ACEP priorities, program manager/PI needs, and project timelines/funding. Ensures staff have development plans in place that are regularly updated, and that staff are given the tools to be successful in fulfilling assigned work duties, including appropriate training, conference participation, and regular performance evaluations by program/project leadership. Work with executive director and research program managers/directors to proactively identifying future staffing needs/changes and manage recruiting process as well as training and on-boarding of new personnel. Responsible for supervising all day-to-day business office and support functions for ACEP, including travel, procurement, grant management, pro-card reconciliation, equipment audits, outreach, and shared services contracts with other research units for grant writing, travel/HR, and website development and management. In addition, helps coordinate logistics for special events including workshops and conferences hosted by ACEP. Coordinates and prioritizes office workflows to ensure efficiency and timeliness of all travel, payroll, purchasing activity and fund accounting in coordination with other UAF departments. Position has signature authority on all ACEP transactions to include finance and HR and acts on behalf of the Director when required. Frequently acts as a liaison with administrative functions of UA research partners. Manages all space and facilities in accordance with ACEP priorities, including office space, testing facilities, conference rooms, storage, and laboratories. Also manages equipment and supplies, and conducts inventories as necessary. Supervises and coordinates access to ACEP-assigned space. Works with research program managers and PI's to understand needs and balance these across all ACEP priorities and funding. Coordinate multiple work locations on UAF campus and in Anchorage, and assure appropriate MOUs or contracts are in place and up to date. Manage anticipated growth of personnel and workspace needs and potential future procurement of space and/or moves. This position provides direct supervision to the following staff: the Chief Storyteller, Grant Manager, Business Office Personnel and potentially other staff members.

The Alaska Center for Energy and Power is hiring a Deputy Director of Operations:

This position provides oversight for the daily operations of the unit, including responsibility for supervision and management of all financial, human resources, and administrative activities associated with successful program operations.  The ideal candidate for this position must possess strong oral and written communication skills, be able to think strategically, and have excellent decision-making skills.  This position will also be responsible for assisting the ACEP Executive Director with day to day office operations, budget planning, and supervision of personnel.

Knowledge/Skills/Abilities/Education & Experience:

Extensive knowledge of finance reporting and creation. Management of staff experience. Excellent oral and written communication skills. Ability to develop and initiate sound recommendations to executive management. Ability to recommend process improvements. Ability to formulate response to inquiries. Ability to create and implement effective long range and strategic plans. Ability to develop and recommend programs/projects. Ability to balance needs of department and the needs of the university.

Bachelor’s degree in relevant field and six years progressively responsible experience, or an equivalent combination of training and experience. Advanced degree preferred.

This is a full-time, Grade 82, minimum $34.45 hourly, DOE, 12-month position complete with a competitive salary and UA employee benefits package. This position is open until filled with the initial application review taking place on June 3th, 2019.   To ensure your application is considered, apply by 11:55 pm, 6/2/2019.  Applications received after this date may not be considered. A complete application will include a resume, cover letter, and contact information for three professional references.

Assistance:

If you need assistance applying to this posting, please contact College of Engineering and Mines Human Resources Coordinator, Kenna Metivier at 907-474-7777.  Applicants needing reasonable accommodation to participate in the application and screening process should contact UAF Human Resources office at 907-474-7700.

Background Check:

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

Probationary Period:

Pursuant to University Regulation 04.07.020, new employees of the University are employed in an at-will probationary status for the first six months of employment.   During the probationary period, employment may be terminated for no reason or any reason.  Promoted employees also serve a probationary period with limited rights of retreat.

Training Policy:

It is the policy of the University of Alaska Fairbanks that all employees are required to attend training to meet the requirements of the positions they hold, and to complete the required training within a specified period of time to remain employed at UAF.  The policy can be located at:  http://www.uaf.edu/chancellor/policy/04.07.010/

Tobacco-Free Campus:

UAF Campus is a tobacco free campus.  For more information, please go to: http://www.uaf.edu/tobaccofreecampus/

Notice of Nondiscrimination:

The University of Alaska is an affirmative action/equal opportunity employer and educational institution.  The University of Alaska does not discriminate on the basis of race, religion, color, national origin, citizenship, age, sex, physical or mental disability, status as a protected veteran, marital status, changes in marital status, pregnancy, childbirth or related medical conditions, parenthood, sexual orientation, gender identity, political affiliation or belief, genetic information, or other legally protected status. The University's commitment to nondiscrimination, including against sex discrimination, applies to students, employees, and applicants for admission and employment. Contact information, applicable laws, and complaint procedures are included on UA's statement of nondiscrimination available at www.alaska.edu/nondiscrimination